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Home My WebLink About7/9/2002 - RegularO~ ROANpf~ ~~ 2 v a~ ~., rsaa C~~~xx~~~ ~~ ~~~xx~~~~ WDI~ICING DOCUMENT - SUBJECT TD ~EVISIDN ROANOKE COUNTY BOARD OF SUPERVISORS ACTION AGENDA JULY 9, 2002 Please Note: There will be an audit committee meeting at 1:30 p.m. prior to the regular Board of Supervisors Meeting in the fourth floor conference room. Welcome to the Roanoke County Board of Supervisors meeting. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursdays at 7 p.m. and on Saturdays at 4 p.m. The meetings are now closed captioned. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance so reasonable accommodations may be made. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call ALL PRESENT AT 3:00 P.M. 2. Invocation: Dr. George Anderson Second Presbyterian Church 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS ECH ADDED BRIEFING ON DESIGNATION OF WATER PRESSURE IN FIRE HYDRANTS WHICH WAS PART OF REPORT M - 6 AS ITEM D.2 C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1 ® Recycled Paper 1. Resolution of appreciation upon the retirement of Mr. William J. Morgan, Sr. following more than 18 years of service. RESOLUTION ACCEPTED BY MR. MORGAN R-070902-1 HOM MOTION TO ADOPT RESO URC 2. Recognition of the Finance Department for Excellence in Financial Reporting for the Comprehensive Annual Financial Report for Fiscal Year 2000-01. AWARD ACCEPTED BY DIANE HYATT, CHIEF FINANCIAL OFFICER, AND MEMBERS OF FINANCE DEPARTMENT D. BRIEFINGS Status report on the Catawba Center renovation project. (Debbie Pitts, Assistant Director of Recreation) BRIEFING PRESENTED BY MS. PITTS, FLETCHER HILL, PRESIDENT OF CATAWBA VALLEY RURITAN CLUB AND DELL AYER, PRESIDENT OF CATAWBA CIVIC LEAGUE ECH ASKED PETE HAISLIP TO UPDATE THE BOARD ON NSA GIRLS FASTPITCH CLASS B WORLD SERIES PETE HAISLIP, DIRECTOR OF PARKS RECREATION & TOURISM, _ADVISED THAT PARTICIPANTS WILL BE ARRIVING JULY 12 - 14 AND GAMES WILL BE HELD JULY 15 -JULY 20. THIS EVENT IS HELD AT 25 DIFFERENT FIELDS AND IN PARTNERSHIP WITH CITIES OF ROANOKE AND SALEM. 2. Briefing on designations of water pressure in fire hydrants. PRESENTED BY RICK BURCH CHIEF OF FIRE & RESCUE, AND GARY ROBERTSON, DIRECTOR OF UTILITY E. NEW BUSINESS 1. Request to approve Resolution asking the Commonwealth Transportation Board to consider allocating other funding sources to finance the Smart Road project for Fiscal Years 2002 through 2008 Six-Year Program. (Arnold Covey, Director of Community Development) 2 R-070902-2 HCN MOTION TO ADOPT RESO AND THAT CHAIR WRITE COVER LETTER TO COMMONWEALTH TRANSPORTATION BOARD EXPRESSING BOARD'S CONCERNS URC 2. Request to amend the adopted Secondary System Six-Year Construction Plan for Fiscal Years 2002 through 2008 and the allocation of funds for Fiscal Year 2002-03. (Arnold Covey, Director of Community Development) HCN MOTION TO ADOPT RESO WITH ALTERNATIVE #2 (TAKE NO FURTHER ACTION AND REQUEST STAFF TO REVIEW PROJECT LIST) AND SEND WITH COVER LETTER TO VDOT -MOTION WAS WITHDRAWN HCN MOTION TO TABLE ITEM UNTIL AUGUST 13. 2002 MEETING SO THAT STAFF CAN MEET WITH VDOT TO RESOLVE QUESTIONS URC 3. Adoption of the Parks, Recreation & Tourism Department's Public Use Manual for Sports Organizations and Community Users. (Pete Haislip, Director of Parks, Recreation & Tourism) A-070902-3 HCN MOTION TO APPROVE STAFF RECOMMENDATION (APPROVE MANUAL) URC 4. Request to accept additional state revenues and appropriate to the Sheriff's fiscal year 2001-2002 budget. (Brent Robertson, Budget Director) A-070902-4 JPM MOTION TO APPROVE STAFF RECOMMENDATION (ACCEPT AND APPROPRIATE FUNDS) URC F. FIRST READING OF ORDINANCES First reading of ordinance amending and reenacting Section 18-168 of Chapter 18, Article IV of the Roanoke County Code to provide for an increase in the base and volume charges for sewer service, an increase in the sewer off-site facility fee, and the imposition of a charge per equivalent residential connection for developments that will require Roanoke County maintenance of a sewage pump station. (Gary Robertson, Utility Director; Danial Morris, Director of Finance) HOM MOTION TO APPROVE 1ST READING 2ND READING AND PUBLIC HEARING JULY 23, 2002 URC 2. First reading of ordinance authorizing conveyance of an easement to Appalachian Power Company for electric service within the Public Utility Easement across property owned by the Board of Supervisors at the Center for Research and Technology, Catawba Magisterial District. (George Simpson, Assistant Director of Community Development) JBC MOTION TO APPROVE 1ST READING 2ND READING JULY 23, 2002 URC G. SECOND READING OF ORDINANCES 1. Second reading of ordinance approving acquisition of easements and construction for Huntridge off-site sanitary sewer extension, Hollins Magisterial District. (Gary Robertson, Utility Director) 0-070902-5 RCF MOTION TO ADOPT ORD URC 2. Second reading of ordinance approving acquisition of an easement for sanitary sewer extension at Mount Pleasant Fire Station, Vinton Magisterial District. (Gary Robertson, Utility Director) 0-070902-6 HCN MOTION TO ADOPT ORD URC H. APPOINTMENTS NONE 1. Building Code Board of Adjustments and Appeals (Fire Code Board of Appeals) 2. Grievance Panel 3. Parks & Recreation Advisory Commission 4. Virginia Western Community College Board 4 5. Roanoke County Cable Television Committee 6. Roanoke Valley Regional Cable Television Committee 7. Social Service Advisory Board (Appointed by District) I. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. R-070902-7 HCN MOTION TO ADOPT RESO URC 1. Approval of minutes for the March 12 and June 25, 2002 Board of Supervisors meetings. 2. Confirmation of committee appointments to the Roanoke County Cable Television Committee and Roanoke Valley Regional Cable Television Committee. A-070902-7.a J. REQUESTS FOR WORK SESSIONS NONE K. REQUESTS FOR PUBLIC HEARINGS NONE L. CITIZENS' COMMENTS AND COMMUNICATIONS NONE 5 M. REPORTS HOM MOTION TO RECEIVE AND FILE FOLLOWING REPORTS AFTER DISCUSSION OF ITEM 7 URC 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Clean Valley Council 6. Response to Board Members' Inquiries 7. Regional Committee to Establish Water Authority ECH ADVISED THAT PRELIMINARY DISCUSSIONS WILL BEGIN IN SUBCOMMITTEE MEETINGS BETWEEN COUNTY STAFF (GARY ROBERTSON, DIANE HYATT, PAUL MAHONEY AND HIMSELF) AND CITY STAFF, AND AT A LATER TIME ELECTED OFFICIALS WILL BE INCLUDED. HE ASKED THAT THE BOARD DESIGNATE AN OFFICIAL REPRESENTATIVE. N. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Flora: (~ He commended the Economic Development Department for their efforts in working with an existing noise issue on Hollins Road and asked to be kit informed of future developments. Supervisor McNamara: ~) He asked that revenues from the sale of water be reported on quarterly basis and that any disposition of those revenues be subject to Board concurrence. Supervisor Minnix: ~1 He asked that the quarterly report of water revenues show the gross amount and the net amount. (2) He advised that Hidden Valley High School will open on time and thanked the Board members for having education as a priority. Supervisor Church: (1~ He advised that Hidden Valley High School was also going to open on budget and thanked Schools, Supervisor Flora and all those involved for their work on the construction of the school. (2) He advised that he and Supervisor Flora attended the event at the Rescue Mission with the Miss Virginia pageant contestants which he felt was very worthwhile. He hoped that the pageant continues in the Roanoke Valley as it provides an economic boost to the area. O. WORK SESSIONS (4th Floor Conference Room) Economic Development Strategy Work Session (Doug Chittum, Director of Economic Development) TIME: 5:15 P.M. UNTIL 6:00 P.M PRESENTED BY DOUG CHITTUM a. Public-Private Partnership Amendment CONSENSUS OF BOARD FOR STAFF TO MOVE FORWARD WITH AMENDMENT b. Technology Zone Creation QUESTIONS RAISED WERE (~ COULD THE ENTIRE COUNTY BE A TECHNOLOGY ZONE; (2) LOOK AT OTHER POSSIBLE TECHNOLOGY ZONES; ~3) WHAT ARE COSTS OF SOME OF THE INCENTIVES OFFERED SUCH AS ELIMINATING BPOL. STAFF DIRECTED TO BRING BACK MORE INFORMATION. P. CLOSED MEETING pursuant to Code of Virginia Section 2-3711 A (7) consultation with legal counsel and briefings by staff regarding specific legal matters requiring the provision of legal advice, namely Water Authority negotiations. JBC MOTION TO GO INTO CLOSED MEETING AT 5:05 P.M. URC Q. CERTIFICATION RESOLUTION CLOSED MEETING HELD FROM 6:06 P.M. UNTIL 6:33 P.M R-070902-8 JBC MOTION TO ADOPT RESO URC R. ADJOURNMENT JBC ADJOURNED MEETING AT 6:34 P.M. 7 OF HOANp,~,~ ~ ., rasa ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA JULY 9, 2002 ,~~~~,~ Please Note: There will be an audit committee .meeting at 1:30 p.m. prior to the regular Board of Supervisors IVleeting in the fourth floor conference room. Welcome to the Roanoke County Board of Supervisors meeting. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursdays at 7 p.m. and on Saturdays at 4 p.m. The meetings are now closed captioned. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772- 2005 at least 48 hours in advance so reasonable accommodations may be made. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call 2. Invocation: Dr. George Anderson Second Presbyterian Church 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Resolution of appreciation upon the retirement of Mr. William J. Morgan, Sr. following more than 18 years of service. 2. Recognition of the Finance Department for Excellence in Financial Reporting for the Comprehensive Annual Financial Report for Fiscal Year 2000-01. ® Recycled Paper D E F. G. BRIEFINGS 1. Status report on the Catawba Center renovation project. (Debbie Pitts, Assistant Director of Recreation) NEW BUSINESS 1. Request to approve Resolution asking the Commonwealth Transportation Board to consider allocating other funding sources to finance the Smart Road project for Fiscal Years 2002 through 2008 Six-Year Program. (Arnold Covey, Director of Community Development) 2. Request to amend the adopted Secondary System Six-Year Construction Plan for Fiscal Years 2002 through 2008 and the allocation of funds for Fiscal Year 2002-03. (Arnold Covey, Director of Community Development) 3. Adoption of the Parks, Recreation & Tourism Department's Public Use Manual for Sports Organizations and Community Users. (Pete Haislip, Director of Parks, Recreation & Tourism) 4. Request to accept additional state revenues and appropriate to the Sheriff's fiscal year 2001-2002 budget. (Brent Robertson, Budget Director) FIRST READING OF ORDINANCES 1. First reading of ordinance amending and reenacting Section 18-168 of Chapter 18, Article IV of the Roanoke County Code to provide for an increase in the base and volume charges for sewer service, an increase in the sewer off-site facility fee, and the imposition of a charge per equivalent residential connection for developments that will require Roanoke County maintenance of a sewage pump station. (Gary Robertson, Utility Director; Danial Morris, Director of Finance) 2. First reading of ordinance authorizing conveyance of an easement to Appalachian Power Company for electric service within the Public Utility Easement across property owned by the Board of Supervisors at the Center for Research and Technology, Catawba Magisterial District. (George Simpson, Assistant Director of Community Development) SECOND READING OF ORDINANCES Second reading of ordinance approving acquisition of easements and construction for Huntridge off-site sanitary sewer extension, Hollins Magisterial District. (Gary Robertson, Utility Director) 2 2. Second reading of ordinance approving acquisition of an easement for sanitary sewer extension at Mount Pleasant Fire Station, Vinton Magisterial District. (Gary Robertson, Utility Director) H. APPOINTMENTS 1. Building Code Board ofAdjustments and Appeals (Fire Code Board of Appeals) 2. Grievance Panel 3. Parks & Recreation Advisory Commission 4. Virginia Western Community College Board 5. Roanoke County Cable Television Committee 6. Roanoke Valley Regional Cable Television Committee 7. Social Service Advisory Board (Appointed by District) CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of minutes for the March 12 and June 25, 2002 Board of Supervisors meetings. 2. Confirmation of committee appointments to the Roanoke County Cable Television Committee and Roanoke Valley Regional Cable Television Committee J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS 3 M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Clean Valley Council 6. Response to Board Members' Inquiries 7. Regional Committee to Establish Water Authority N. REPORTS AND INQUIRIES OF BOARD MEMBERS O. WORK SESSIONS (4th Floor Conference Room) 1. Economic Development Strategy Work Session (Doug Chittum, Director of Economic Development) a. Public-Private Partnership Amendment b. Technology Zone Creation P. CLOSED MEETING pursuant to Code of Virginia Section 2-3711 A (7) consultation with legal counsel and briefings by staff regarding specific legal matters requiring the provision of legal advice, namely Water Authority negotiations. Q. CERTIFICATION RESOLUTION R. ADJOURNMENT 4 l `' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION 070902-1 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF WILLIAM J. MORGAN, SR., SHERIFF'S OFFICE, AFTER MORE THAN EIGHTEEN YEARS OF SERVICE WHEREAS, William J. Morgan, Sr. was first employed by Roanoke County on May 1, 1984 as a Deputy Sheriff in the Corrections Division; and also served as Deputy Sheriff - Bailiff in the Court Services Division; and was promoted to Master Deputy -Bailiff for Court Services; and WHEREAS, Master Deputy Morgan retired from Roanoke County and the Sheriff's Office on June 1, 2002, after eighteen years and one month of service; and WHEREAS, the public safety of Roanoke County citizens is assured by dedicated employees such as Master Deputy Morgan; and WHEREAS, Master Deputy Morgan is highly respected by his co-workers in the Sheriff's Office for his dedication and teamwork; and WHEREAS, Master Deputy Morgan, through his desire to be of service and do a good job for the citizens in his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke 1 County to WILLIAM J. MORGAN, SR. for more than eighteen years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Minnix to adopt the Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: Brenda J. H Iton, CMC Deputy Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Sheriff Gerald Holt Joe Sgroi, Director, Human Resources 2 ~_~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF WILLIAM J. MORGAN, SR., SHERIFF'S OFFICE, AFTER MORE THAN EIGHTEEN YEARS OF SERVICE WHEREAS, William J. Morgan, Sr. was first employed by Roanoke County on May 1, 1984 as a Deputy Sheriff in the Corrections Division; and also served as Deputy Sheriff - Bailiff in the Court Services Division; and was promoted to Master Deputy -Bailiff for Court Services; and WHEREAS, Master Deputy Morgan retired from Roanoke County and the Sheriff's Office on June 1, 2002, after eighteen years and one month of service; and WHEREAS, the public safety of Roanoke County citizens is assured by dedicated employees such as Master Deputy Morgan; and WHEREAS, Master Deputy Morgan is highly respected by his co-workers in the Sheriff's Office for his dedication and teamwork; and WHEREAS, Master Deputy Morgan, through his desire to be of service and do a good job for the citizens in his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke c-t County to WILLIAM J. MORGAN, SR. for more than eighteen years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 2 ~ . ACTION NO. ITEM NUMBER C' o~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Recognition of the Finance Department for Excellence in Financial Reporting for the Comprehensive Annual Financial Report COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: For the eighteenth consecutive year, the County of Roanoke has received the Certificate of Achievement for Excellence in Financial Reporting for its Comprehensive Annual Financial Report (CAFR) for the fiscal year ended June 30, 2001. This award is presented by the Government Finance Officers Association to governments that achieve the highest standards in governmental accounting and financial reporting. Chief Financial Officer Diane Hyatt will accept this recognition on behalf of Roanoke County's Finance Department. ~ N~~ Elmer C. Hodge County Administrator -------------------------------------------------------------------------------------------------------------------- ACTION VOTE No. Yes Abs Approved () Motion by: Church Denied () Flora Received () McNamara Referred () Minnix To () Nickens cc: File ~-a GOVERNMENT FINANCE OFFICERS ASSOCIATION 203 North LaSalle Street, Suits 2700, Chicago, Illinois 60601-1 2 1 0 312/977-9700 • Fax: 312/977-4806 April 23, 2002 For information contact: NEWS RELEASE Stephen Gauthier (312) 977-9700 (Chicago)--The Certificate of Achievement for Excellence in Finan- cial Reporting has been awarded to: County of Roanoke, VA by the Government Finance Officers Association of the United States and Canada (GFOA) for its comprehensive annual financial report (CAFR). The Certificate of Achievement is the highest form of recognition in the area of governmental accounting and financial reporting, and its attainment represents a significant accomplish- ment by a government and its management. An Award of Financial Reporting Achievement has been awarded to the individual(s), department or agency designated by the government as primarily responsible for preparing the award- winning CAFR. This has been presented to: Tha Finance Staff, County of Roanoke The CAFR has been judged by an impartial panel to meet the high standards of the program including demonstrating a construc- tive "spirit of full disclosure" to clearly communicate its financial story and motivate potential users and user groups to read the CAFR. The GFOA is a nonprofit professional association serving approximately 14,000 government finance professionals with offices in Chicago, Illinois, and Washington, D.C. WASHINGTON OFFICE 1750 K Street, N.W., Suite 350, Washington, DC 20006 202/4232750 Fax: 202/429-2755 ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Catawba Community Center Status Report COUNTY ADMINISTRATOR'S COMMENTS: This is an excellent example of cooperation among many parties including the Catawba community, civic league, Parks & Recreation and the Board. The building and grounds of the Catawba Center serve as the center of the community, and the improvements that have been made have modernized the facility and will extend its useful life long into the future. Congratulations to all. BACKGROUND: The Catawba Community Center had been closed to the public since September 18, 2001 due to high levels of lead paint and lead dust. Estimated cost to repair the center was $27,000. The Parks, Recreation, and Tourism Department had $15,000 for the project. On February 12, 2002 the Board of Supervisors appropriated an additional $12,000 from the Board Contingency Fund allowing the Department to proceed with reducing the level of lead paint and dust in the facility. Actual cost including testing, consultation, and upgrading of plumbing in the restrooms was $35,600. Part of the additional funding came from rental fees collected. SUMMARY OF INFORMATION: The interior has been scraped to a paint-able surface and cleaned thoroughly, vinyl double-pane windows have replaced the old wooden windows, and the exteriors of both buildings have been vinyl-sided. Restroom fixtures have also been replaced. The Catawba Valley Ruritan Club and Catawba Civic League members have volunteered to repaint the interior of the center to help us keep costs lower. This work will begin soon ~-I and may take several months to complete. Re-testing indicated that the lead levels are acceptable or non-existent allowing us to reopen the center to the public on June 1, 2002. The word has spread that the center is open for business. The facility is now being booked for reunions, weddings, meetings, and recreation programs. I would like to thank the Board of Supervisors and the Catawba Community for their support on this project. I also thank the users of the building for their patience while we worked on the building. Fletcher Hill, President of the Catawba Valley Ruritan Club and Dell Ayer, President of the Catawba Civic League will attend the meeting and would like to say a few words to the Board. Respectfully submitted, Deborah H. Pitts Assistant Director of Recreation Approved by, ~ ~~ Elmer C. Hodge County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved () Motion by: Church _ _ _ Denied () Flora _ _ _ Received () McNamara- Referred () Minnix _ _ _ To () Nickens _ _ _ • ~_. - AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION 070902-2 EXPRESSING OPPOSITION TO THE DIVERSION OF FUNDS FROM THE SALEM DISTRICT FOR VIRGINIA'S SMART ROAD PROJECT FUNDING WHEREAS, the Commonwealth of Virginia has initiated an innovative highway construction project in Montgomery County to explore new technologies for intelligent transportation systems and to improve highway safety for all the citizens of this Commonwealth, known as "Virginia's Smart Road"; and, WHEREAS, the Board of Supervisors of Roanoke County had been one of the first supporters and proponents of this innovative highway initiative; and in 1989 called for the development of a road project to do research on "smart" cars and highways under the auspices of Virginia Tech; and, WHEREAS, the Commonwealth Transportation Board has recently decided to address its budgeting and funding inadequacies by requiring that expenditures to complete Virginia's Smart Road construction be taken or diverted from other primary road funding in the Salem District; and, WHEREAS, this decision by the Commonwealth Transportation Board unfairly penalizes the citizens of the Salem District, since Virginia's Smart Road project is designed to benefit all the citizens of this Commonwealth, and the diversion of funds from other approved road projects in the Salem District will substantially delay the completion of these other projects, posing a substantial risk to public health, safety and welfare. 1 NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That it hereby expresses its opposition to the funding allocation decision of the Commonwealth Transportation Board to require that expenditures for Virginia's Smart Road project be taken or diverted from other approved road projects in the Salem District. 2. That it requests the Commonwealth Transportation Board to reconsider its adopted method for distributing funds to road projects within the Salem District, and that it develop a more equitable system for funding these road projects. 3. That it requests the other political subdivisions in the Salem District to adopt similar resolutions expressing their opposition to this funding allocation or diversion plan of the Commonwealth Transportation Board. 4. That the Clerk to the Board is directed to send a certified copy of this Resolution to the Commonwealth Transportation Board, all the jurisdictions in the Salem District, and the members of the General Assembly from Salem District. On motion of Supervisor Nickens to adopt the resolution and send with cover letter from the Chairman expressing the Board's concerns, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: Brenda J. Iton, CMC Deputy Clerk to the Board of Supervisors 2 cc: File Members, Commonwealth Transportation Board Salem District Jurisdictions Salem District Members of General Assembly Roanoke County Legislators Jeff Echols, VDOT, Resident Engineer Fred Altizer, VDOT, District Engineer Arnold Covey, Director, Community Development Paul M. Mahoney, County Attorney I hereby certify that the foregoing is a true and correct copy of Resolution 070902-2 adopted by the Roanoke County Board of Supervisors by a unanimous recorded vote on Tuesday, July 9, 2002. Brenda J. Holton, Deputy Clerk Roanoke County Board of Supervisors 3 ACTION NUMBER ITEM NUMBER ~'' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Request to approve Resolution asking the Commonwealth Transportation Board to consider allocating other funding sources to finance the Smart Road Project for FY2002 through FY2008 Six Year Program. COUNTY ADMINISTRATOR'S COMMENTS: The reduction in funding to the Salem district primary roads allocation is a double jeopardy for all of the 15 localities that are involved. FIRST the state reduced our primary allocation by 33%. THEN the state is extracting an additiona136% of the remaining funds to pay for construction of sections of the Smart Road that have ALREADY been built. 1 realize the state has budgetary problems, but the Smart Road improvements will serve a greater portion of Virginia than just our district. Recommend approval of the attached resolution. BACKGROUND: The Commonwealth Transportation Board (CTB) approved on June 20, 2002 the final Six- YearProgram, aroad map for funding transportation projects over the next six fiscal years. The final program allocates a total of $7.3 billion over the next six fiscal years, $2.8 billion less than approved last year, a 28% reduction. The final program has a total of 1,157 projects, 166 fewer projects compared with the previous program approved in December 2001. The key reasons for the smaller program is: • The downturn in the economy, federal and state revenues fell. • VDOT is recommending a more responsible growth rate for highway maintenance work. • VDOT updated cost estimates for many projects that were significantly too low. The final program is divided in two phases: development and construction. Projects in the development phase are in the planning stages and do not have the funding available to advance to construction. Projects in the construction phase have funding to begin building over the next six fiscal years. 1 E- I Work on projects is prioritized as follows: • Complete construction projects already under construction. • Advance projects in latter stages of right of way acquisition and utility relocation. • Continue projects that address critical safety, mobility and environmental issues. How does this affect Roanoke County projects? Six-Year Interstate and Primary Development Plan the prior adopted plan for FY 2000 through FY2006 had seven projects located in Roanoke County. There were five interchanges on I-81 (Wildwood Road, Route 311, Route 419, I-581 and Hollins Road), Route 11/460 West Salem and Route 221. The current plan, adopted June 2002, is divided in two phases for highway projects: development and construction. Projects in the development phase are in the planning stage; funding is not yet available for their construction. Projects in the construction phase have enough funding to begin in the next six fiscal years. In the Interstate and Primary Construction Plan for FY2003 through FY2008 the only projects in Roanoke County are several safety projects on I-81 and Tea-21 project (Blue Ridge Parkway Interpretive Center). In the Interstate and Primary Development Plan for FY2003 through FY2008, there are six projects listed. They are five interchanges on I-81 (Wildwood Road, Route 311, Route 419, I-581 and Hollins Road) and Route 11/460. Route 221 listed in the FY2000 through FY2006 has been removed from the plan. The Salem District Fiscal Year allocations for FY2002 through FY2008 for Interstate and Primary Projects have been sufficiently reduced. Below is funding for each category. • Interstate funding -the FY2002 through FY2008 funding over the next six years is $53,451,000. This is approximately 64% reduction in funding from the FY2000 through FY2006 Plan. • Primary funding -the FY2002 through FY2008 funding over the next six years is $99,278,000. This is approximately 33% reduction in funding from the FY2000 through FY2006 Plan. According to the Commonwealth Transportation Board adopted Six Year Development Plan for FY2002 through FY2008, of the $99,278,000 budgeted for the Salem District Primary System, $36,356,000 (36%) is being directly allocated to the Smart Road projects in Montgomery County. They are the 1.4 miles Test Bed and the .6-mile Test Bed (bridge over Wilson Creek) projects. Both of these projects have been completed. With the current shortage of federal and state revenues Roanoke County is concerned about the distribution process. Roanoke County continues to be very supportive of this project and understands the 2 ~' economic value to both the region and the state. But with the critical need for road improvements through the Salem District, Roanoke County feels the Commonwealth Transportation Board is unfairly penalizing the citizens of the Salem District. Therefore, Roanoke County is asking the Commonwealth Transportation Board to reconsider their current method for distributing funds and develop a system that will be more equitable to all projects. ALTERNATIVES AND IMPACT: 1. Adopt the attached resolution expressing opposition to the diversion of funds for the Smart Road project. 2. Take no action. STAFF RECOMMENDATION: Staff recommends alternative 1. SUBMITTED BY: Arnold Covey, Director Department of Community Development APPROVED BY: N~r~ Elmer C. Hodge County Administrator ------------------------------------------------------------------------------------------------------------------------ ACTION VOTE Approved ()Motion by: No Yes Abs Denied () Church Received () Flora Referred () McNamara To () Minnix Nickens Copy: County Attorney 3 • ~.... AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION EXPRESSING OPPOSITION TO THE DIVERSION OF FUNDS FROM THE SALEM DISTRICT FOR VIRGINIA'S SMART ROAD PROJECT FUNDING WHEREAS, the Commonwealth of Virginia has initiated an innovative highway construction project in Montgomery County to explore new technologies for intelligent transportation systems and to improve highway safety for all the citizens of this Commonwealth, known as "Virginia's Smart Road"; and, WHEREAS, the Board of Supervisors of Roanoke County had been one of the first supporters and proponents of this innovative highway initiative; and in 1989 called for the development of a road project to do research on "smart" cars and highways under the auspices of Virginia Tech; and, WHEREAS, the Commonwealth Transportation Board has recently decided to address its budgeting and funding inadequacies by requiring that expenditures to complete Virginia's Smart Road construction be taken or diverted from other primary road funding in the Salem District; and, WHEREAS, this decision by the Commonwealth Transportation Board unfairly penalizes the citizens of the Salem District, since Virginia's Smart Road project is designed to benefit all the citizens of this Commonwealth, and the diversion of funds from other approved road projects in the Salem District will substantially delay the completion of these other projects, posing a substantial risk to public health, safety and welfare. NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: .. w i ~-f 1. That it hereby expresses its opposition to the funding allocation decision of the Commonwealth Transportation Board to require that expenditures for Virginia's Smart Road project betaken or diverted from other approved road projects in the Salem District. 2. That it requests the Commonwealth Transportation Board to reconsider its adopted method for distributing funds to road projects within the Salem District, and that it develop a more equitable system for funding these road projects. 3. That it requests the other political subdivisions in the Salem District to adopt similar resolutions expressing their opposition to this funding allocation or diversion plan of the Commonwealth Transportation Board. 4. That the Clerk to the Board is directed to send a certified copy of this Resolution to the Commonwealth Transportation Board, all the jurisdictions in the Salem District, and the members of the General Assembly from Salem District. ACTION NUMBER ITEM NUMBER ~~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Amend the adopted Secondary System Six-Year Construction Plan for Fiscal Year 2002 through 2008 and the allocation of funds for FY 2002-03. COUNTY ADMINISTRATOR'S COMMENTS: Since we bring the Six-Year Secondary Allocation Plan to you for inclusion of projects, we unfortunately must bring this request to remove four projects due to reduced state funding. Recommend approval of the revised plan. EXECUTIVE SUMMARY: The Commonwealth Transportation Board has reduced the Secondary Road Funding allocation for FY 2002 through FY 2008. Due to reduction in funding, VDOT and County staff have removed four projects and incidental paving from Roanoke County's Six Year Construction Plan. Staff is requesting the Board of Supervisors to adopt the attached amended resolution to approve the revised Secondary Road System Construction Plan for Fiscal Years 2002-2008 and approve the allocation of funds for Fiscal Year 2002-2003. BACKGROUND: On December 11, 2001, County Staff presented to the Board of Supervisors with the Six Year Secondary System Construction Plan for Fiscal Years 2002-2008. At that time, Roanoke County's budget for FY 2002-2003 was estimated to be approximately $4.0 million. Based on that estimate, four projects where added to the Six-Year Plan. The projects added were Hardy Road, Indian Grave Road, County Line Road and Montcap Trail. On June 20, 2002, the Commonwealth Transportation Board approved the funding for the Six Year Secondary System Construction Plan for Fiscal Years 2002-2008. The funding approved for secondary roads in Roanoke County for Fiscal Year 2002 through FY 2003 was reduced by approximately $1.5 million. Over the next six years, the plan was reduced from $25,685,573 to $17,740,891 for a total reduction of approximately 31 %. Because of the reduction in funding, revision to the current plan was necessary. VDOT and 1 County staff recommend removing four projects and the incidental paving from the plan. The projects removed were taken in order starting from the end of the Six Year Secondary System Construction Plan. They are priorities #17-Starkey Road, #18-Hardy Road, #21- County Line Road and #22-Montcap Trail. The reason priorities #19 King Brothers Road and #20 Rocky Road remain on the plan is because these projects have received funding in prior years. ALTERNATIVES AND IMPACT: 1. Adopt the amended resolution approving the revised Six-Year Secondary Construction Plan for FY 2002 through FY 2008 and approve the allocation of funds for fiscal year 2002-2003. 2. Take no further action and request staff to review project list. STAFF RECOMMENDATION: Staff recommends alternative 1. SUBMITTED BY: APPROVED BY: ~~~ Arnold Covey, Director Department of Community Development Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) ACTION Motion by: cc: Paul Mahoney, County Attorney Elmer C. Hodge County Administrator Church Flora McNamara Minnix Nickens VOTE No Yes Abs 2 ~"` AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION AMENDING RESOLUTION 121801-10 APPROVAL AND ADOPTION OF THE AMENDED SECONDARY ROAD SYSTEM SIX-YEAR CONSTRUCTION PLAN FOR FISCAL YEAR 2002-2008 AND APPROVAL OF THE ALLOCATION OF FUNDS FOR FISCAL YEARS 2002-2003. WHEREAS, a public hearing was held on December 18, 2001 to receive comments on the adoption of the Secondary Road System Six-Year Construction Plan for Roanoke County for Fiscal Years 2002-2008; and the adoption of the funding for Fiscal Years 2002- 2003; and WHEREAS, the Board of Supervisors approved on December 18, 2001 the adoption of the Secondary Road System Six-year Construction Plan for Roanoke County for Fiscal Years 2002-2008 and allocations for Fiscal Years 2002-2003 Secondary System Construction program. WHEREAS, the Commonwealth Transportation Board approved on June 20, 2002 Roanoke County funding allocation for Fiscal Years 2002-2008. WHEREAS, due to the downturn in the economy, and to the reduction in federal and state revenues, Roanoke County's Six Year Secondary System Construction Plan for Fiscal Years 2002-2008 and allocation of funds for Fiscal Year 2002-2003 needed to be amended. WHEREAS, the Board of Supervisors does hereby approve the adopt the amended Secondary Road System Six-Year Construction Plan for Roanoke County for Fiscal Years 2002-2008 and allocations for Fiscal Year 2002-2003 Secondary System Construction program. NOW, THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1) That Resolution 121801-10 is hereby amended to reflect reductions in funding allocations by the Commonwealth Transportation Board. 2) That the amended Secondary Road System Six-Year Construction Plan for Fiscal Years 2002-2008 and allocations for Fiscal Year 2002-2003 Secondary System Construction program is hereby adopted and approved. 3) That a copy of this resolution duly attested to be forthwith forwarded to the Virginia Department of Transportation Salem Residency Office along with a duly attested r [~ ~ copy of the proposed amended Secondary Road System Six Year Construction Plan for Roanoke County for Fiscal Years 2002-2008 by the Clerk to the Board. 2 A-070902-3 ACTION NO. ITEM NUMBER ~~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Approval of Roanoke County Parks, Recreation and Tourism Public Use Manual for Sports Organizations and Community Users COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval of the revised public use manual. This has been through the Parks and Recreation Advisory Commission, and we have discussed this matter with you in work session. BACKGROUND: In 1997 staff of the Parks and Recreation department recognized the need to have one comprehensive administrative policy manual to help manage the athletic programs, fields, parks, and programs and events on county owned property, both indoors and outdoors. A special committee of Parks and Recreation Advisory Commission members and staff was formed to develop this manual. The process included meetings with the Recreation Club presidents, school officials, and other community users to ensure the policies addressed the issues and needs of the entire community. The final result was a comprehensive policy manual that provides both the staff and the community consistent information regarding priorities of use, levels of play, service levels and responsibilities of the county, users fees, as well as establishing the processes to partner and/or use county facilities etc. It also recognizes the Recreation Clubs as the primary providers of youth sports in Roanoke County and defines that partnership and the services each group shall provide. The Public Use Manual for Sports Organizations and Community Users was approved by both the Parks and Recreation Advisory Commission and the Presidents Council and was presented to the Board of Supervisors. The Board adopted this is as policy in August of 1997. SUMMARY OF INFORMATION: As times change it is important that we review policies on a periodic basis to ensure that they meet the needs of the times and most importantly, the needs of the majority of our citizens. Parks and Recreation had planned an update of the ~-~ 3 manual but after several citizens questioned the Board concerning the policies for non-sanctioned athletic programs, the Board directed the Parks and Recreation Advisory Commission to speed the process up. The Parks and Recreation Advisory Commission held a public hearing, including a joint meeting with the Presidents Council, to receive input and information from the community regarding our policies. From this meeting staff developed a first draft that was presented to the Commission for additional input. After this review, staff and the Commission presented an updated manual to the Board in a work session on May 28, 2002. After receiving input for the Board, the Parks, Recreation and Tourism Advisory Commission finalized and approved the policy manual at their June 20 meeting, for presentation to the Board on July 9, 2002. There have been no major changes from the work session and staff asks for your approval of the attached updated Public Use Manual for Sports Organizations and Community Users. Included is an outline highlighting the significant changes. FISCAL IMPACT: None. The provision for non-county users fees for participants in Roanoke County programs is not expected to be significant. ALTERNATIVES: Alternative 1. Approve as Roanoke County policy the attached Public Use Manual for Sports Organizations and Community Users. Alternative 2. Do not approve the revised policy, leaving the current policy in place. STAFF RECOMMENDATION: Staff recommends alternative 1, Approve as Roanoke County policy the attached Public Use Manual for Sports Organizations and Community Users. Respectfully submitted, Pete Haislip Director Approved by, ~ ~~ Elmer C. Hodge County Administrator i ~~~ ACTION VOTE No Yes Abs Approved (x) Motion by:_Harrv C. Nickens to approve Church _ x _ Denied () staff recommendation Flora _ x _ Received () McNamara_ x _ Referred () Minnix _ x _ To () Nickens x cc: File Pete Haislip, Director, Parks, Recreation & Tourism ~-3 Roanoke County Parks, Recreation, & Tourism Department Community Use Manual For Sports Organizations And Community Users Revised June 18, 2002 Purpose Roanoke County Parks, Recreation, & Tourism encourages community use of facilities for the recreational pursuits of its residents, businesses, and organizations. The purpose of this manual is to provide the Roanoke County community and staff with uniform administration of the process and equitable treatment of our customers. The Department is committed to providing assistance and reasonable accommodations for qualified individuals with disabilities to access services and programs offered by the department. In accordance with the Americans with Disabilities Act, Roanoke County Parks, Recreation, and Tourism shall ensure that services, programs, benefits and activities of the agency are accessible to qualified individuals with disabilities and that no individual, regardless of their disabilities, shall be discriminated against in the pursuit and enjoyment of services offered. Also, in accordance with the Americans with Disabilities Act, Roanoke County Parks, Recreation, and Tourism shall not allow community use of facilities by individuals, businesses, or organizations that discriminate against individuals with disabilities. Therefore, individuals using Roanoke County Parks, Recreation, & Tourism Department property shall make every reasonable effort to provide adaptations and accommodations for qualified individuals with disabilities. °~ I. Policy The use of athletic facilities, park pavilions, open space, and recreation centers will be encouraged for activities contributing to the development of individuals through skill development, social interaction and wholesome fun. These facilities will generally be made available to the community and athletic organizations outside regularly scheduled activities or commitments of Roanoke County Parks, Recreation, and Tourism. The person(s) designated under Section II Authority must specifically approve the use of facilities by commercial organizations, sanctioned teams/groups, and non-sanctioned or organized teams/groups. Use of facilities by commercial organizations or by private individuals for the sole purpose of advertising or exhibiting of commercial products or services is prohibited except as specifically authorized in other provisions of this manual. Use of facilities by any organization will comply with Federal, State and County laws and regulations including licensing requirements. II. Authority In accordance with the April 25, 1989, Public Park Use Ordinance of the County of Roanoke, Ordinance # 42589-8, Chapter 15, Roanoke County Parks, Recreation, & Tourism has the authority to regulate the uses, procedures, and associated fees for the public use of all lands and facilities under its control. A. The Assistant Director of Parks or his designee is authorized to grant approval and to schedule the use of athletic fields, picnic pavilions, open space, the Equestrian Center and other park amenities in accordance with the policies found within this manual. Such use will be approved through the provision of Park Special Use permits, picnic pavilion reservations, and Equestrian Center membership. B. The Manager of Athletics is authorized to grant approval for the use of parks and school sports facilities, after coordination with the Roanoke County Parks Division and the Roanoke County Schools Administration, for Parks, Recreation, and Tourism sanctioned and sponsored sport league practice, games, and tournaments. Facility use will be administered through an approved Athletic Field or Facility Permit. Debbie Pitts Page 1 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ~~~ C. The Coordinator of Special Events and Tourism is authorized to negotiate with individuals, businesses, and organizations for the development and implementation of major special events in County parks, centers, and school facilities. Facility use will be through the approved Special Use Permit, Contract, Memorandum of Understanding, or Co-Sponsorship. Events will be categorized and prioritized as follows: 1. County Sponsored 2. County Co-sponsored and Sanctioned Groups or Organizations 3. Rentals 4. Community Non Profit Organizations and Agencies 5. Commercial For Profit D. Center Managers at the Brambleton Center, Craig Center, Walrond Senior Center, Catawba Community Center, and Camp Roanoke are authorized to grant approval for the rental use and scheduling of those facilities. Facility use will be through the approved Facility Use Permit. Recreation Centers may be rented on a per event basis. Re-occurring rentals will be reviewed on a per case basis. Requests for rentals shall be received at least 10 working days in advance. It is recommended that the request be received 30 days prior to the date. E. The Department will coordinate and organize various sporting groups, events, instructional programs, and activities when sufficient interest has been expressed and resources are available to provide quality experiences for participants. Staff will solicit community feedback on issues relative to the service needed to carry out these programs and services. F. Roanoke County Schools may use Parks and Recreation outdoor facilities for educational programs and intramural or scholastic sports. Such usage shall be processed through the Assistant Director of Parks on a special use application a minimum of two weeks in advance for one-time or short-term use and a minimum of 60 days in advance for seasonal programs. Roanoke County Parks, Recreation, and Tourism shall provide a special use permit for approved applications. G. No facilities may be used by any organized group, non-sanctioned sports team, or organization without an approved permit issued by the Department of Parks and Recreation. No permits will be issued until Roanoke County Parks, Recreation, and Tourism has received all associated fees. Debbie Pitts Page 2 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc -3 III. Permissible Activities Approved community activities may include, but are not limited to, recreational games, practices, picnics, instructional programs, tournaments, festivals, clinics or concerts. Activities which do not fall into the above mentioned categories and appear to be of questionable motive will be referred to the Director of Parks and Recreation for review and decision. IV. Athletic Program Sanctioning Roanoke County Parks, Recreation, and Tourism sanctions community organizations to provide Roanoke County sponsored youth and adult athletic leagues. These organizations are authorized to provide team sports for Roanoke County citizens in partnership with Parks, Recreation, and Tourism. The first step to request sanctioning is to meet with the Director of the department to discuss the scope of the request. Currently, the department has eleven sanctioned youth recreation clubs that provide team sports in baseball, softball, football, soccer, basketball, and cheerleading. Roanoke County Parks, Recreation, & Tourism shall not sanction or approve the use of County resources or facilities by clubs or organizations, which will duplicate existing services already being provided by the Department, area recreation clubs, or the community. If a request is denied appeals shall be submitted to the Roanoke County Parks and Recreation Advisory Commission. In order for an athletic program to be sanctioned by Roanoke County it must meet the sanctioning requirements listed below. To be considered for sanctioning, organizations must schedule a meeting with the Director of Parks, Recreation and Tourism to review the request. After the review they must apply in writing to the Director of Roanoke County Parks, Recreation, and Tourism at least twelve weeks prior to the programs proposed starting date. The request shall include a complete description of the proposed program, number of participants anticipated, the number and type of facilities requested, the cost, and how the program will be funded. The request shall include a copy of the organization's bylaws, current officer list, and a certificate for $1,000,000 of general liability insurance listing the County of Roanoke as additionally insured, and a certificate indicating that the club has Boards and Directors Insurance to cover the actions of their board of directors, coaches, volunteers, and officers. Clubs will be notified in writing if the request is approved. If a sanctioned organization declines to acquire general liability insurance, they may use Roanoke County facility/facilities at their own risk. In addition, the organization's President will be required to sign a statement that the organization knowingly declines to acquire insurance and that the organization shall defend and Debbie Pitts Page 3 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ~3 hold Roanoke County harmless from any and all liability for damages or personal injuries. This statement shall be signed before any facility use permits are issued. V. Requirements For Sanctioned Organizations A. Facility Use Permits: Sanctioned programs must obtain facility use permits for teams during the authorized sport season, all sanctioned clubs shall submit team rosters, practice schedules, and game schedules to the Athletics Section. Roanoke County does not sanction end-of-season tournaments or out-of-season leagues. However, non-sanctioned usage of a facility may be obtained by applying for a special use permit and paying associated fees. B. Pla ey r Eligibility and Boundary Lines: • Residency -Players on youth athletic teams sanctioned by Roanoke County shall be Roanoke County residents or attend a Roanoke County Public School. However, non-county residents attending Roanoke County Public Schools are not eligible to participate if the recreation club's sanctioning organization or bylaws prohibit such participation. • The official address of the child is the home where the child resides or the home of the legal guardian of the child. • Boundaries- Players must be residents of the geographic area established for each sanctioned recreation club and must play with the club or program where they legally reside. Non-County residents, attending County Schools, shall play in the Recreation Club program that serves children of that school or area and will be required to stay with the first recreation club they play in. • A child may ap rticipate in only one Parks and Recreation Department sanctioned youth sports team program per season. • Pla eY r Eli ibility and Aging-out Polic~Chan~: Participants and siblings, who move out the County or boundary during a season of play, may continue to play on that team for that season only. They will then need to sign up with the locality in which they reside. However, those players currently registered on teams prior to adoption of this policy will be allowed to age-out with the club. Their siblings may not age-out under this grandfather clause and will need to register with the program serving their residence. All non-county players will be required to purchase anon-resident participation pass Debbie Pitts Page 4 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ~"' annually through the Parks, Recreation, and Tourism Department to continue to play under the aging out policy. • Non-County Children Attending County Schools: Non-county residents, attending Roanoke County Public Schools, may play in Roanoke County sanctioned sports in the recreation club program that serves children of that school or area. They will be required to stay with the first recreation club they play in and must purchase a non- resident participation pass annually through the Parks, Recreation, and Tourism Department to play on Roanoke County teams. • There will be open registration for adult athletic teams; however, if resources become limited, priority will be given to Roanoke County residents and County-based industrial teams. • The Director of Parks and Recreation may ne otiate agreements with private schools located in Roanoke County to develop partnerships that benefit Roanoke County athletic programs and or provide facilities, in return for participation ofnon-resident students of private schools. • All leagues or teams must play within the Recreation Club boundaries established by the Roanoke County Parks, Recreation, & Tourism Department. • Recreation club boundaries are listed in the appendix and are based on the school residency boundaries established for elementary schools. Some sanctioning organizations may base boundaries on geographic regions, however, they cannot exceed the established Roanoke County boundary and eligibility policies. The Parks Recreation and Tourism Department shall approve any deviation from established boundaries. • Boundary Line Exceptions - 1. If a club does not sponsor a specific sport, the player may be released by the home club to sign up for that specific sport with another club in the County. However, the players will be required to return to their home club for sports that are offered. Major, minor or A, and B Leagues in the same sport are not considered separate sports. 2. If a child living in another Roanoke County club boundary played in a specific sport sponsored by that club the previous season, the child may stay in that club for that specific sport or have the Debbie Pitts Page 5 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc G~~ choice of moving back into the home club. If the child goes back into his home club to play that specific sport, they must stay there until they age out of the recreation program or change residency. If the child chooses to stay with the out-of-boundary club for a specific sport, they must stay in that club until they age out of that sport, unless they skip a year or change residency. 3. If the child skips a year they must go back into the proper geographic boundary. 4. Clubs cannot recruit players outside of their boundary. 5. If the home club does not have enough players to form a team, those players who have registered with their home club will be released by the club coordinator to participate with another Roanoke County Recreation Club. The child must have registered in the home club program first before they can be released to play in another club. 6. Requests for exceptions to the boundary policy shall be submitted in writing 30 days in advance to the Manager of Athletics. All exceptions will be presented to the Youth Athletic President's Council for a determination. 7. If a club does not sponsor a specific sport, the player may be released by the home club to sign up for that specific sport with another club in the County. However, the players will be required to return to their home club for sports that are offered. Major, Minor, or A and B Leagues in the same sport are not considered separate sports. ~ Youth League rosters shall be submitted annually at least one week prior to the teams first practice session, and shall include names, addresses, phone number, date of birth of participants, and the school they attend. The roster shall also include the full name, home address, and telephone number of the coach. Clubs and organizations are responsible for verifying residency and eligibility of participants on the rosters before submitting the rosters to Roanoke County Parks, Recreation, and Tourism. Players may be added to the roster up to the first day of the season or until teams are full. • Adult League rosters shall include the name, address and phone number of all players. Upon submission of the roster a game schedule will be provided. The roster shall also include the name, address, and phone Debbie Pitts Page 6 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ~'~ number of the coach or team captain and the sponsor of the team if they have one. Teams may change the roster up to the fourth game. • Participant Responsibility for Sports Partici ation - A member of a recreation club or team may participate with an organized scholastic team in the same sport, which is independent of the Recreation Department's control; however, this participation shall not conflict with the scheduled activity of the recreation squad or team such as not participating in scheduled practices and/or games. • Eligibility Ages -The eligibility age for participation in youth sports shall be a minimum of 6 years of age and a maximum of 18. Basketball minimum age is 7. The cut-off date to establish the age of the child is October 1. Roanoke County will honor an alternate cut-off date established by the sports sanctioning organizations if that date does not expand the age brackets or increase the age eligibility established by Roanoke County Parks, Recreation, & Tourism. The request for an exception shall be made in writing to the Department of Parks and Recreation 30 days prior to the sign-ups for that sport. • All Pla,~ -Roanoke County requires sanctioned organizations to follow the all-play rule published in the rules and regulations for each sport. Penalties for not complying will also be stated in the rules. C. Meetings: A club representative shall attend a monthly meeting of the Presidents Council and other meetings as needed to coordinate the program with Roanoke County Parks, Recreation, & Tourism. D. Sport Rules and Regulations: Clubs must abide by Roanoke County Parks, Recreation, & Tourism Department sport rules and regulations_ E. Interlocking with Non-county Teams: Teams formed from residents outside the boundaries of Roanoke County may interlock with Roanoke County leagues under the following conditions: • If interlocking does not increase or impact facility or resource capacity. • The request must be received at least two months before the season starts. Upon approval, that locality shall provide a home field in their jurisdiction for 50% of their scheduled games for alternating play for home and away games. They shall cover all the costs of sports officials, lighting, and supervision for their home games. Debbie Pitts Page 7 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ~~~ • The team organizer must sign a hold harmless agreement and release Roanoke County from all liability for their participation. • We reserve the right to deny interlocking if it is determined that it is not in the best interests of Roanoke County Parks, Recreation, & Tourism's programs and participants. F. Policies and Procedures: Sanctioned Recreation programs shall comply with all policies and procedures outlined in the Community Use Manual. G. Sub-leasing: No organization may sponsor or sub-lease to any other organization for the purpose of altering the classification or fee schedule of such other organization. H. Service Levels: Clubs shall request permission from Roanoke County Parks, Recreation, and Tourism in writing at least 12 weeks in advance of the season to change service levels of the leagues, the club's organizational status, or increase services which have an impact on Roanoke County Parks, Recreation, and Tourism's facilities and budget. If approved the club would be responsible for all operational expenses until such time as funding is received in the general fund budget. Roanoke County is not responsible for costs associated with unapproved changes. I. Sanction Renewal: Each year by March 1 clubs and organizations shall present documentation verifying that their status or purpose has not changed from that given originally to obtain sanctioning. They shall provide copies of any documents that have changed, such as bylaws, constitution, certificates of insurance, and officers. J. Park Sign Standards: The purpose of this policy is to define standards that allow Roanoke County approved and sanctioned recreation clubs the opportunity to erect sponsorship banners or advertising signboards in public parks without impacting park aesthetics or visitations by the general public. The guidelines are as follows: • Recreation Clubs shall obtain all appropriate approval(s) and/or permit(s) and meet the established standards as required by the Roanoke County Park Ordinance and Roanoke County Planning and Zoning Sign Ordinance prior to any public display or advertising on Roanoke County property. Request for signage by recreation clubs on School board owned property would have to have approval by the Roanoke County School Board and Parks and Recreation. Debbie Pitts Page 8 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ~•° _~ • Signboards or banners displayed in public parks should be located so as not to create a visual impact, or distract or interfere with the visit by a general park user, participant, or spectator. Signs or banners must be confined and orientated to the area of use by the recreation club. • No permanent structure can be erected in a park for the purposes of supporting advertising signboards or banners. • Revenue generated from the sale of signboards or banners shall be used to make facility or program enhancements. • Signboards erected on a field must be the same size and cannot exceed 4' by 8'. Banners placed on dugouts cannot exceed 4' by 8'. • The bottom of a sign must be located a minimum of 8 inches off the ground and cannot extend over the top rail. • The message and graphics must be done professionally and be maintained in a neat and clean manner throughout the year. • The backs of signs must be painted one color, either dark green or brown. • Attaching bolts, screws, etc. must not protrude so as to create a physical hazard. • Signboards must be spaced evenly across the fence to create a uniform pattern. • Signboards placed on ballfields are restricted to the outfield fence and must face inside the ballfield. • Scoreboards not serviced or maintained by the Parks, Recreation, and Tourism Department. The Director of the Parks, Recreation, and Tourism Department must approve all scoreboard advertising in advance. If approved, the advertising agreement will be limited to five years or less. • Damage to public property, fences, etc. that is caused by sign installation, removal, flooding, etc. shall be the responsibility of the sponsoring recreation club. VI. Community Use of Facilities Debbie Pitts Page 9 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ~~~ A. Public Park and Recreation Facilities: (listed in priority order): 1. Roanoke County Parks, Recreation, & Tourism Department scheduled activities, programs, and services. 2. Sanctioned recreation clubs will have priority within their approved season for athletic facilities for league play and practices only. 3. Roanoke County General Government scheduled meetings, functions, services, and programs. 4. Roanoke County Schools. 5. Rentals, reservations, and special use requests by individuals, non- sanctioned teams or organizations, businesses, and groups. B. Roanoke County Public School Facilities: Authorization and priority for recreational use of school facilities is governed by the Roanoke County School Board cooperative agreement which is outlined in the Roanoke County Public Schools Policy Manual, Section 8.1.2, Guidelines Governing the Use of Roanoke County School Buildings and Grounds bX the Roanoke County Parks, Recreation, and Tourism. C. Athletic facilities built and maintained by Roanoke County Parks, Recreation, & Tourism on Roanoke County School Board property must be reserved through the Roanoke County Parks, Recreation, & Tourism Department's special use process and are subject to all policies and fees within this manual. D. Athletic Facilities: (listed in priority order) 1. First priority in facility allocation will be given to the following sanctioned sports and seasons: • Sanctioned youth baseball/softball in the spring, April 1 through July 7 on Mondays through 3:00 pm on Sundays; • Sanctioned youth football/soccer in the fall, August 1 through November 15 • Gymnasium space in the schools will be given to sanctioned youth basketball in the winter, November through February. • Roanoke County Public School use of park athletic fields will be allowed up until 5:30 p.m. during weekdays. School use after 5:30 p.m. and on weekends must be approved by a separate Special Use Permit and coordinated through the Parks, Recreation, and Tourism Department at least 2 months prior to scheduled use of the facility. Debbie Pitts Page 10 07/03/2002 C:\windows\TEMP\IastManual Fina12002.doc ~ --3 • Sanctioned adult slow-pitch softball in the spring, summer and fall at Burton Fields, Whispering Pines #1 field, and Mt. Pleasant #1 field; • Sanctioned adult football in the fall on the Veteran's Administration and Hospital field (to be negotiated annually with the V.A.). • Gymnasium space in the schools will be given to sanctioned adult basketball in the fall at RCCC School. • Any athletic facility not scheduled for sanctioned youth leagues shall be made available to sanctioned adult leagues for games and practices. 2. Co-sponsored Adult Athletic Sports Tournaments: Organizations requesting the use of park athletic facilities for adult athletic team tournaments must submit a written request to the Manager of Athletics by February 28 of each year. Upon review and approval of the schedule, an Athletic Facility Special Use Permit shall be executed between the department and the organization for the facilities. A per team fee will be assessed, which shall be submitted within five days after the completion of the tournament. All other requests will be addressed through the normal special use permit process. 3. Public use of athletic fields by the non-sanctioned organized teams, groups, or organizations will be permitted for on a space available basis. Approval is contingent on resources, ground conditions, and scope of request. Approved requests will be assessed a fee. All reservations are on a first-come first-serve basis. 4. Premier athletic facilities, as identified by RCPRT, will not be available for games or practices by non-sanctioned groups, teams, or organizations, unless an approved partnership agreement is reached with Roanoke County. 5. Facility Use Permits For Non-Sanctioned Use: Non-sanctioned teams, individuals, groups, businesses, or organizations must submit a special use application to the Assistant Director of Parks at least 30 working days prior to the date of use for multiple dates and no less than 10 working days prior for occasional use. Public use of facilities will be permitted on a space available basis on non-premier facilities. Approval is contingent on sanctioned club schedules, resources, Debbie Pitts Page 11 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doc ,~- 3 ground conditions, and scope of request. Approved requests will be assessed a fee. All reservations are on a first-come first-serve basis. VII. Facility Use Permit Process: A. All Organized use of Roanoke County facilities requires a permit. • Sanctioned athletic clubs must submit a completed pre-season request and -attend the pre-season and post-season meetings with representatives from Roanoke County Parks, Recreation, and Tourism to plan and evaluate each season. It is the responsibility of the sanctioned recreation club to communicate and coordinate facility needs with Roanoke County Parks, Recreation, and Tourism prior to each season. This includes the number and sizes of facilities based on the anticipated number of teams, divisions, and leagues that will be playing. This should be done no less than 60 working days prior to the date of use for seasonal team scheduling and no less than 10 working days for occasional use. Standard requests will be reviewed and approved by the Manager of Athletics and the Assistant Director of Parks. • Non-sanctioned teams, individuals, groups, businesses, or organizations must submit a special use application to the Assistant Director of Parks at least 30 working days prior to the date of use for multiple dates and no less than 10 working days prior for occasional use. Use of facilities will be permitted on a space available basis. Approval is contingent on sanctioned club schedules, resources, field conditions, and scope of request. Approved requests will be assessed a fee. All reservations are on a first-come first-serve basis. • Premier Athletic Facilities, as identified by Roanoke County Parks, Recreation, & Tourism: will not be available for practices or games by non-sanctioned groups, teams, or organizations, unless an approved partnership agreement is reached with Roanoke County. However, premier facilities will be available for tournaments deemed to have significant community economic development impact. B. Upon approval of the application, the user will be issued a special use permit for the specific facilities scheduled for their leagues and/or teams. If a fee has been assessed the permit will be issued upon receipt of payment or upon agreement on terms of payment. All permit holders agree to abide by the rules and special conditions established for the use of facilities. Failure to do Debbie Pitts Page 12 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ~_3 so can result in denial of future permits. It is the expectation of Roanoke County Parks, Recreation, and Tourism that Recreation Clubs and other users enforce and hold users accountable for the use of facilities. The permittee is responsible for the actions of the participants, teams, coaches, spectators, etc. using the facility under this permit, and is responsible for restitution for damages caused by such use. C. No facility may be considered reserved until the application has been processed and a special use permit granted. D. No group or individual, including permit holders, are allowed to alter the facility or field in any way, remove or change pitching rubbers, bases, fences, goals etc. without written approval from Roanoke County Parks, Recreation, and Tourism. Soft toss against fences is prohibited. VIII. Fee/Charges A. Sanctioned youth athletic teams or recreation clubs will not be charged a participation fee by the Roanoke County Parks, Recreation, & Tourism Department for participation in league play. However, area recreation clubs may charge a participant registration fee to recover their costs for the program. Roanoke County will charge the area recreation club the direct cost for any special request above routine or standard maintenance or services provided by Roanoke County Parks, Recreation, and Tourism. B. Sanctioned adult athletic teams will pay a participation fee, established by Roanoke County Parks, Recreation, and Tourism. All fees are to be submitted with a team roster. Each team will then be provided with a schedule for their practices and games. This schedule serves as the permit authorizing them to use the facility. • C. Non-sanctioned Youth and Adult athletic tournaments (This policy is currently under review and will be updated) sponsored by individuals or organizations on County facilities shall be allowed on a space available basis. The organization shall submit a tournament or special use application to the Assistant Director of Parks. Approved tournaments will be assessed a per team fee plus the direct cost of the function or a fee per field, per day plus the direct cost per field to be determined annually, whichever is greater. The organization must also provide a certificate of liability insurance coverage in the amount of $1,000,000, naming the County of Roanoke County Board of Supervisors additionally insured. Concession and vendor operations at tournaments are not included in the rental fees. These must be approved separately and will be required to pay the Roanoke County Parks, Recreation, & Tourism Department's established vendor/concession fee. See the Section XVI-G. Debbie Pitts Page 13 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ~~ D. Community center rooms may be rented for meetings, events, parties, reunions, etc. Various size and types of rooms are available to organizations, businesses, and individuals. An application for Rental Use may be obtained at the facility. E. Green Hill Park Equestrian Center daily or annual memberships are available. An application for membership may be obtained at Roanoke County Parks, Recreation, and Tourism Administrative Office. The annual membership fee must be submitted with the completed application and signed waiver of liability. Upon receipt the Department will issue a permit and a combination to the gate lock. The lock is changed annually. F. Non-sanctioned Groups, Teams, and All Other Users of County Park facilities may be requested on a Special Use Application obtained through the Administrative Office. This application is submitted to the Assistant Director of Parks for processing. Rental fees and direct cost of the Department are assessed to the user. Upon approval and payment of fees a Special Use Permit is issued to the user. G. Facility Partnerships: In kind services, small field improvements, and programs etc. will be considered in lieu of fees. Value of services or improvements offered must be comparable to dollar value of field time requested. Partnership proposals involving a significant capital improvement will be dealt with on a separate case-by-case basis. Proposals should be submitted to the Assistant Director of Parks and Recreation and Tourism well in advance of desired use. H. Picnic Pavilions may be reserved as outlined in section XVII. I. Use of Roanoke Coun Property for Profit: Groups or individuals who request the use of park property for aprofit-making concession, program, or event shall make their request in writing to the Tourism and Event Coordinator of the Department of Parks and Recreation. The fee for such use shall be negotiated according to scope, direct cost if any, and type of event. IX. Sanctioned Sports Facility Scheduling and Standards for Usage The following guidelines are not meant to limit participation, but simply establish the basic level of service the County will strive to provide to sanctioned clubs, groups, teams, and programs. A. Sport Seasons: Roanoke County sanctions the following sports to play in the following seasons only. Any out of season use must be approved through the Special Use Permit process. Out of season sports instructional programs shall be limited to 6 weeks. Approval is contingent upon proposed program, Debbie Pitts Page 14 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc field conditions, scope, and type of request. Use is subject to fees as established in section VXIII-F. (Schedules are subject to change due to inclement weather and maintenance schedules.) Sport Season Dates Youth Baseball/Softball Spring/Summer 1st week in April through July, Mondays through 3:00 pm on Sundays. Adult Softball Spring/Summer 1st week in May through July Youth Soccer Fall 1st week in August through 3rd week in November Youth Football Fall 1st week in August through 3rd week in November Adult Fall Softball Fall 1st week in August through 4th week in October Adult Basketball Fall 1st week in October through the end of November Youth Cheerleading FalUWinter Coincides with youth football, soccer & basketball Adult Touch Football Fall 4th week of August through the end of November Youth Basketball Winter Mid-November through 3rd week in March B. Participant Ratios: Team rosters shall be within the following ranges or established numbers: Baseball .................................................. 12-15 per team Cheerleading .............................................6 per team minimum Flag football (adult) ..................................15 per team Football (youth) ........................................16-32 per team Soccer (9 yrs & up) ..................................12-22 per team Soccer (8 & under instructional) ..............7- l Oper team Softball (youth) .........................................12-15 per team Softball (adult) ..........................................20 per team Basketball (adults) ....................................15 per team Basketball (youth) .............................10-12 per team Debbie Pitts Page 15 07/03/2002 C:\windows\TEMP\lastManual Final 2002.doc ~' C. Practice and game slot allocations: In some cases the recreation clubs are responsible for the development of practice and game schedules. In order to provide for maximum flexibility and to ensure the most efficient use of facilities the clubs are authorized to assign facilities in a manner that best meets the needs of their program. However, each club must ensure that facilities are assigned in a fair and equitable manner and that schedules are developed that protect the welfare and health of the children. Games and practices should end by 10:00 p.m. on school nights and no more than three practices/games per team per week may be scheduled while school is in session. The week shall run from Sunday to Saturday. When disputes occur the Parks, Recreation, and Tourism Department has the ultimate authority to assign fields and settle any and all disputes. D. Participation Guidelines: For facility planning purposes and as part of the basic level of service to be provided the community for their general tax dollars, Roanoke County has established minimum participation guidelines for youth sports. The following are the recommended minimum participation guidelines: School Gymnasium Use for Youth Basketball • Youth, Ages 7 & 8: During_practice season -one 1-hour practice slot weekly. During_game season -one 1-hour practice slot per week per team and one (1-hr.) game per week. # Of teams per facili , for practices -elementary school gyms will handle one team during practice; middle, junior and high school gyms will handle two teams during practice. • Youth, Ages 9 to 18: 1. 5-hour practice slots During_practice season -one practice slot per week per team. During_game season -one practice slot per week per team and one (1 hr.) game per week. # Of teams per facility for practices -elementary school gyms will handle one team during practice; middle, junior and high school gyms will handle two teams during practice. Outdoor Leagues • Youth Soccer, Ages 6 to 18: 1. 5-hour practice slots Debbie Pitts Page 16 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc .~ During practice season -two practice slots per week per team with instructional and division 1 teams practicing with two or more teams per field or designated open space. During game season -one (1 hr.) game slot per week and one (1-hr.) practice slot per week with instructional and division 1 teams practicing with two or more teams per field • Youth Football, Ages 6 to 13: During_practice season or after school starts -three 2-hour practice slots per week per team with peewee teams practicing with two or more teams per field or designated open space. During game season or after school starts - No team shall practice & play more than 3 times per week. Peewee teams shall practice with 2 or more teams per field. • Youth Baseball/Softball, Ages 6 to 18: 1.5-hour practice slots for ages 8 & under and two hours for all older age groups During_practice season -two slots per team per week During_~ame season -one practice slot and two (2 hr.) game slots per team per week E. Sanctioned Snorts Divisions: Roanoke County Parks, Recreation, & Tourism reserves the right to form divisions as necessary due to the number of teams. These divisions may change from year to year. F. Number of scheduled games per team: The number of games per team will fall within the following ranges depending on the number of teams and facilities available. Roanoke County Parks, Recreation, and Tourism will only pay for officials and provide operational support for the following number of games; however, all financial support is subject to approved budget allocations. If a club needs to exceed the number of games listed below, a written request shall be submitted to Roanoke County Parks, Recreation, and Tourism no later than 5 days after player sign-ups. Baseball/softball (youth)...... 15-18 Basketball (youth) ................10-12 Basketball (adult) .................12-16 Football (youth) ..................... 8-10 Soccer (youth) ......................10-12 Softball (adult) .......................... 10 Football (adult) .........................10 G. Scheduling Allowances: When participation demand exceeds supply and resources, Roanoke County Parks, Recreation, and Tourism will establish a Debbie Pitts Page 17 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc limit on participation by implementing one or more of the following alternatives: 1. Priority will be given to Roanoke County teams. 2. Team sizes shall be increased to necessary levels. 3. Practices and/or games shall be scheduled on Fridays and Sundays as needed. 4. Teams shall share facilities during practices. 5. The sport season shall be lengthened or reduced as needed. 6. The number of games per team shall be reduced. 7. The length and/or the number of practices per team shall be reduced. 8. Reduce the amount of individual time each child will play under the all-play rule. 9. Build more facilities. 10. Limit the number of teams per league or division. 11. Limit the number of participants per club. • H. Sanctioned Sports End-of-Season Tournaments: Roanoke County Parks, Recreation, & Tourism does not sponsor end-of-season youth sports tournaments; however, the department will assist clubs if the club/s choose to do an end of season tournament. The tournament must be held by the official end of the sport season as established by Roanoke County Parks, Recreation, & Tourism. The club will be responsible for direct costs of the department. I. Sanctioned Club Concession Operators: shall abide by the Roanoke County Park Ordinance, the Community Use Manual, Roanoke County Health Department regulations, and any product contracts currently in force between the County of Roanoke and product vendors. X. Basic Level of Service The Department will provide the following basic levels of service for facilities: A. Recreation Division Services (subject to yearly budget allocations): Services requested above this level can be purchased and will include material and staff costs. 1. Schedule the use of County Park and School fields, gymnasiums, classrooms, and lease properties with the cooperation of representatives of the league or user group. 2. Act as liaison between school administrators and the community for use of school facilities. The Supervisors of Youth and Adult Athletics, Debbie Pitts Page 18 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ~~ Special Events, or other designated Parks and Recreation Department staff shall obtain all requests for school facilities. No citizen or club is authorized to obtain a permit in the name of or on behalf of Roanoke County Parks, Recreation, & Tourism sponsored activities or leagues. 3. Provide maintenance schedules of County Park and School facilities. 4. Issue a permit no later than one week prior to season start-up. 5. Department staff will check facilities periodically to insure groups are participating at the correct location, identifying those areas, which are not being utilized, and assisting the groups scheduled with their day-to-day problems such as field conflicts, parking, etc. 6. Provide each league a copy of the Community Use Manual. 7. Together with the league volunteers, develop seasonal sports league information, rules, programs, and long range planning. Review distribution of facilities and resources at the beginning of each fiscal year to establish service levels for the year. 8. Hire, provide orientation, schedule, and/or contract for and pay the cost of sports officials for basketball, soccer and football; umpires for baseball/softball; and facility supervisors, scorekeepers, and custodians as needed. The Department of Parks and Recreation will establish pay rates and the number of officials to be provided for each game. 9. Purchase and provide scorebooks for the official scorekeepers for basketball and blood borne pathogens clean up kits for gymnasiums. 10. For school facilities used during the regular season of sanctioned play the Recreation Division will handle the following: Schedule the facility Schedule and pay for building supervision Schedule and pay for custodial cleanup 11. Youth Athletic Section staff will develop game schedules for basketball, soccer, and football. Practice schedules for basketball, soccer, and football will be developed by the Recreation Club and submitted to Roanoke County Parks, Recreation, and Tourism for review, approval, and a permit to schedule use of the facilities. Debbie Pitts Page 19 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc ..~~"" 12. Practice and game schedules for baseball and softball will be developed by the Recreation Club and submitted to Roanoke County Parks, Recreation, and Tourism for review, approval, and to secure a permit for facility use. 13. Adult Athletic Section staff will develop game schedules for basketball, football, and softball. Practice schedules will be developed for softball only. B. Parks Division Services (subject to annual allocations The Parks Division will provide the following basic level of maintenance and support service. Services requested above this level can be purchased and will include material and staff costs. Basic maintenance services at outdoor parks include: 1. BasebalUsoftball fields for regular season play and practice: • Appropriate seasonal ballfield preparation. • Mowing of grass at least once per week as needed. • Infield prep and dragging once weekly in April; twice a week in May and June. • Trash canister pickup. • Installation of bases and up to two pitcher's plates per field. • Maintenance and repair of fencing and backstops for normal wear and tear. • Outfield markings at least once per week from April through June. • Infield lines put down each game day. • Maintenance, repair, and utility costs of field lighting during the standard season. • Dragging of infields for end-of-season tournaments. No infield lines will be provided. 2. Soccer/football fields for regular season pla~nd practice: • Appropriate seasonal field preparation. • Mowing of grass at least once per week as needed. • Trash canister pickup. • Field marking once per week. • Maintenance, repair, and utility costs of field lighting during the standard season. • Standard goals at park sites. 3. Picnic Pavilions: • Mowing of grass at least once per week as needed. Debbie Pitts Page 20 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc Ik • Trash canister pickup. • Sweep shelter as needed. • Maintenance and repair of pavilions, tables, grills, and trash receptacles. . Restrooms cleaned and serviced daily. 4. Equestrian Center: • New gate lock and combination for members each year. 5. For School Facilities: To be negotiated annually with the Roanoke County School Administration. XI. Cancellations/Use Restrictions A. General Restrictions: In the best interest of public safety and protection of public property, scheduled activities (which include games) may be canceled by the Department or clubs under the following conditions: 1. Fields are too wet or muddy for maintenance and/or safe play. 2. Critical weather conditions. 3. Electrical or mechanical systems not working properly. 4. Emergency or extensive repairs and maintenance problems for new or renovated facilities. 5. Unmanageable groups or adverse team behavior. 6. Areas in parks and schools without installed lighting will be closed to users at sunset. 7. All games or practices must be stopped immediately if there is any lightning in the area. 8. In the event of inclement weather, which occurs 45 minutes prior to the start of or during a game, the Recreation Division staff (whenever possible) will decide field or gym cancellations. If staff is not able to make an advance decision, the official or league representative at the site will make the decision. All participants will respect decisions. Debbie Pitts Page 21 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc 9. If a league fails to cancel field use during inclement weather and , .:, ~'' such use causes extensive field damage, the league will be responsible for any repair costs. B. Inclement Weather Policy • School Facilities: All Roanoke County Parks, Recreation, & Tourism Department programs held in Roanoke County Schools will be canceled when the Roanoke County Schools close due to inclement weather, under the following conditions: 1. Monday through Friday - if schools close all Recreation Department activities in the schools are canceled. 2. Two-hour late opening - if conditions do not worsen through out the day, activities proceed. 3. Early school closing -all Recreation Department activities in the schools are canceled. 4. Saturday & Sunday -Recreation Department evaluates conditions and makes decision by 7:30 a.m. • Athletic Program Cancellations: Baseball and softball are called at the field by the club representative or official. All other athletic cancellation announcements for school and park sites will be given between 4:00 and 5:00 p.m. weekdays and between 7:00 and 7:30 a.m. on weekends by the Recreation Division Athletic Section Staff. Call the 540-387-6078 ext. 556 to hear the recorded message. Whenever possible, the message will be updated on weekends with greater frequency. The announcement refers to all sites and locations. • Inclement Weather & Lightning While Participating_ In the event adverse weather conditions develop while an activity is in progress and no representative from Roanoke County Parks, Recreation, and Tourism is present, it is the responsibility of the league representative, coach, teacher, or the scheduled official to determine whether or not conditions that exist will endanger the safety of the participants and whether or not the activity will have a serious adverse effect on field conditions. If thunder is heard, beware and keep a look out for lightning. If thunder is heard and lightning is seen, all players and spectators shall be moved to a sheltered area or to their cars. Wait at least 20 minutes from the last streak of lightning to resume play or practice. • All Other Sites: Cancellation announcements for all other programs and events held in Roanoke County Parks, Recreation, & Tourism Debbie Pitts Page 22 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc facilities will be on local radio and TV stations. The Department cancellation line will also list all postponements of programs and services. Call 540-387-6078 ext 556. Whenever possible, the message will be updated on weekends with greater frequency. The Brambleton, Craig, and Teen Centers may be open for use by drop-in participants on days when programs are canceled. Please call the centers to confirm before going. XII. Limitations A. Alcoholic Beverages are not permitted in County parks or community centers at any time unless approved by the Roanoke County Board of Supervisors. B. Activities must be orderly and lawful, not of a nature to incite others to disorder, nor of an unbecoming or immoral disposition. C. Activities must not be restricted by reason of race, disability, religion, sex, creed, or national origin. D. Use is restricted to areas and times assigned on the approved permit. E. Parking of vehicles is confined to approved parking areas. F. No seasonal and /or permanent signs, banners, pennants or the like may be placed in or on public facilities without Department approval. G. Use of tobacco products and smoking are not permitted in schools, public buildings, or community centers. H. Heating and air conditioning settings may not be changed. I. Failure to abide by limitations of use or sanctioning policies will result in forfeiture of the group's opportunity to use facilities. J. No permanent or temporary structures may be erected or modified on Roanoke County Parks, Recreation, & Tourism Department or Roanoke County School property without prior approval from Roanoke County Parks, Recreation, and Tourism and/or the Roanoke County Schools Administration and obtaining the necessary building permits. XIII. Liability Responsibility With the exception of Roanoke County Parks, Recreation, & Tourism Department sponsored programs and events, each special use applicant of a facility must agree to assume full responsibility and hold the County of Roanoke and employees harmless Debbie Pitts Page 23 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc from legal liability for injury and damage to the person or property of others in connection with the use of park or school property. ~ ~ At the discretion of the Director of the Department of Parks and Recreation, applicants may be required to produce a certificate of insurance, naming Roanoke County Board of Supervisors, its officers, agents, and volunteers as additionally insured, certifying Public Liability Insurance of $1,000,000 or more per person and Property Damage Insurance of $1,000,000 or more per occurrence as applicable. XIV. Hours of Usage A. Parks, Recreation, & Tourism Outdoor Facilities: The hours of park use will normally be restricted to the period from 8:00 a.m. until sunset or posted park closing time, with the exception of lighted ballfields or park amenities which can remain open until 11:00 p.m. B. School Facilities: For indoor facilities the hours of use will be from the dismissal of school or after the school athletic programs are completed until 10:00 p.m. For outdoor facilities the hours of use will be until sunset for unlighted areas and until 11:00 p.m. for lighted areas. XV. General Guidelines • A. Facility Damage: The cost to repair damage to any facility will be the responsibility of the person/clubs who received the permit to use the facility. • B. Penalty for Violation of Community Use Standards/Polic,~y Users• o First Offense: Written Warning to the individual, representative, league president, coordinator, and/or club official. o Second Offense: Written notice of suspension of the violator's rights to use the facility and restitution for damages and costs if applicable. In the case of a league or team suspension, the suspension will be for three days and restitution for damages and costs if applicable. o Third Offense: Written notice of denial of future use of facilities and restitution for damages and costs if applicable. o Appeals Process: A copy of all written notices will be forwarded to the Parks and Recreation Advisory Commission for review. The Parks and Recreation Advisory Commission will serve as the appeals panel. B. Procedures for Aupealing Interpretation of Policies or Denial of Use: An appeals panel will be formed to review the matter and make a Debbie Pitts Page 24 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc recommendation to the Director of Parks, Recreation, and Tourism. In the ~,~ case of a Sanctioned Youth Recreation Club, the Presidents Council will serve as the appeal panel. In the case of a community or non-sanctioned program the Parks and Recreation Advisory Commission will serve as the appeal panel. The testimony of both sides will be presented before the group. The chairperson will then present the recommendation to the Director of Roanoke County Parks, Recreation, and Tourism for review and final disposition of the issue. C. Grandfather Rights 1. Generally, groups requesting facilities that they have used in prior years will be given priority consideration in scheduling. However, no one group has sole ownership of a facility. When it is in the best interest of the public, the facility will be scheduled for another group. This does not apply to facilities that have been leased to organizations in the community. 2. Where possible, community groups will be assigned facilities within the community's accepted boundaries. However, when a facility deficit exists in one area and a surplus in others, the surplus facilities can be reassigned to other areas. D. Li hts: Clubs may use athletic facility lights for scheduled team practices and games only. Unscheduled use of lights by individuals, coaches, volunteers, or officials is not authorized. For the first offense the recreation club or individual will be charged for each hour the lights were on. For a second offense, access to the light controls will be removed from the individual/s. For the third offense, the club, organization, or individual will be billed for each hour the lights were on and for the cost of securing the light controls and re-keying the locks. For athletic fields equipped with lights, the club representative scheduled to use the facility for team ractice is responsible for the turning on and off the lights. For scheduled game use of fields the home team coach is responsible. The lead official will also confirm that the lights are turned off within 15 minutes of game closing. Lights must be turned off no later than 11:00 p.m. and turned on no earlier than 30 minutes prior to sunset. The utility cost of lights left on after 11:00 p.m. will be charged to the clubs scheduled to use the facility on that occasion on a per hour basis from 11:00 p.m. until turned off. Lights should not be turned on until 1/2 hour before sunset. Clubs turning lights on early will be charged for each hour the lights were on before 1/2 hour before sunset. Debbie Pitts Page 25 07/03/2002 C:\windows\TEMP\IastManual Final 2002.doc E. Field Rotation: In order to provide a preventive maintenance program for ~ 3 playing fields, the Department will make every reasonable effort to rotate fields or rest fields each spring and fall. The Assistant Director of Parks and the Supervisors of Youth and Adult Athletics will determine which fields are to be retired and when. F. Open Space: The Department will make every effort to provide space for spontaneous play in County Parks. These open space areas can be used on a first come, first serve basis. G. _ Itinerant Food Concessions, Permanent Food Concessions, Product Sales, and Vending Machines: The Director of the Department of Parks and Recreation shall approve all food and product sales on or in parks and Recreation Facilities. All requests shall be in writing to the Director and shall be received a minimum of three months prior to the date requested. Upon approval a special use permit will be issued after the department has received all associated fees. 1. Athletic Facility Concessions -permits to operate concession stands and product sales on Roanoke County property are awarded to County sanctioned recreation clubs at sites within the community's accepted boundaries with the express purpose of allowing the clubs to generate income to support the leagues and make athletic facility improvements. The approved operators are responsible for operating within the accepted Health Department and Building Code restrictions, obtaining all necessary permits and liability insurance, and equipping the concession. The County covers the reasonable utility cost and general maintenance of the building for sanctioned youth athletic clubs, but does not manage or control the concession operations in any way nor is the county liable for the operation. Adult sanctioned clubs will be responsible for utility costs of the concession in addition to the above requirements. Generally, groups requesting concession rights that they have held in prior years will be given priority consideration in award of the concession operation at that facility. When multiple clubs share the concession operation, they must split the expenses and profits equitably. Recreation Clubs can not hire or subcontract for concession vendors under this agreement 2. Concession o erators -shall abide by the Roanoke County Park Ordinance, the Community Use Manual, The Roanoke County Health Department regulations, and any product contracts currently in force between the County of Roanoke and product vendors. Debbie Pitts Page 26 07/03/2002 C:\windows\TEMP\IastManual Fina12002.doc 3. Special Event Concessionaires, vendors, or crafters -Groups or ~-~ individuals that request the use of park property for aprofit-making concession, program, or event shall make their request in writing to the Tourism and Event Coordinator. The fee for such use shall be negotiated according to scope, direct cost if any, and type of event. Approved vendors shall obtain all required permits, licenses, and inspections required to operate a business in Roanoke County and shall pay all associated fees and taxes. Concession fees are in addition to any rental fees established for the use of Roanoke County facilities. Organizers of non-sponsored events or activities are responsible for payment of concession fees and ensuring that permits and inspections are obtained. H. Soft Toss: Soft toss of balls against or into athletic field fencing is prohibited. Damages created by this activity will be charged to the persons/groups responsible. XVI. Fund Raising Activities A. A detailed written request must be submitted for review on a Special Use Request form to the Tourism and Event Coordinator for outdoor facilities or the Assistant Director of Recreation for indoor facilities at least 30 working days prior to the requested date of the program. Upon approval the group will receive a permit for use. B. Approved groups may not restrict public access to a County Park or facility in return for an entry fee, without prior approval of the Department. C. Approved groups will be responsible for all direct expenses to be paid in full at least ten days after the program date. D. Compensation for property damage will be the responsibility of the scheduled user. E. Roanoke County Parks, Recreation, and Tourism reserves the right to restrict facility use for fund raising activities. F. Non-profit charitable organizations and agencies may request the waiver of rental fees for one fundraiser per year. They will, however, be responsible for the direct costs associated with the event and any damages. Additional requests will be assessed the regular rental rate for the use of the facility. G. Approved groups shall be responsible for site security, first aid, trash pickup and removal, traffic and participant control, restroom facilities, and clean up. Additional requirements may be required by Roanoke County Parks, Debbie Pitts Page 27 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc Recreation, and Tourism depending on the type and duration of the event ~~ being held. XVII. Picnic Shelter Reservations Shelters are available on a first come, first serve basis at no charge, unless the shelter has been specifically reserved. Reservations will be accepted on a first come, first serve basis beginning the first working day in February for the season which runs from April 1 through October 31 of each year. Call (540) 387-6078 to reserve a shelter. Reservations require payment of a rental fee. The Department of Parks and Recreation may assess additional fees for direct costs of services provided. Upon confirmation, a receipt and park reservation permit will be forwarded to the group's contact person. Refunds of reservation fees will not be provided; however, rescheduling is allowed. Park facilities may be reserved as follows: • Half day, 10:00 a.m. to 3:00 p.m. • Half day, 4:00 p.m. to 9:00 p.m. • All day, 10:00 a.m. to 9:00 p.m. Groups over 300 may not reserve shelters for ahalf--day. Groups under 150 people must make payment in full within 10 working days or forfeit their reservation. Groups over 150 people need to complete an application for Special Use at least 45 days prior to the event. Please note that submission of the application does not constitute approval. The group spokesman will be notified of approval and all other details. Ballfields for your picnic may be reserved August 1 through October 31. They are not reservable during the summer due to league-scheduled play. Groups may use the Ballfields on a first come, first serve basis only if they are not marked for scheduled league play. Also, should a league need to practice, the field must be relinquished to them. A. Large group park accommodations are as follows: 300 to 500 people Green Hill, Shell, Vinyard, and Walrond 500 to 1000 people Green Hill and Vinyard Over 1000 people Green Hill only B. Use Restriction • The reserving group will be responsible for any special or additional setups and arrangements, beyond the usual availability of the shelter on the day and time desired. • The reserving group may not charge any admission to the event. • The reserving group must properly dispose of all trash and debris at the conclusion of the event and leave the park shelter as clean as possible. Groups are encouraged to recycle appropriate materials when possible. Debbie Pitts Page 28 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc • The reserving group will assume responsibility for the appropriate ~ " conduct of the attendees during the event. Debbie Pitts Page 29 07/03/2002 C:\windows\TEMP\lastManual Fina12002.doc Roanoke County Parks, Recreation, & Tourism Community Use Manual Revisions ~ - 3 May 22, 2002 The definition of community users has been specifically defined throughout the entire manual to clarify the distinction between sanctioned groups, non-sanctioned groups, charitable community service organizations, and commercial users. The reference to AAU Youth Sports Leagues is deleted. Roanoke County Parks, Recreation, & Tourism does not give AAU priority use over other users. Roanoke County Schools do however give priority use to county-based AAU teams on school facilities. School use needs to be approved through the Roanoke County School Administration. Park use is processed through a special use application. (Added) Definition of Sanctioned Club: Roanoke County Parks, Recreation, & Tourism sanctions community organizations to provide Roanoke County sponsored youth and adult athletic leagues. These organizations are authorized to provide team sports for Roanoke County citizens in partnership with the Parks, Recreation, and Tourism Department. The first step to request sanctioning is to meet with the Director of the department to discuss the scope of the request. Currently, the department has eleven sanctioned area youth recreation clubs that provide team sports in baseball, softball, football, basketball, cheerleading, and soccer. • Denial of Sanctioning Request: Appeals shall be submitted to the Parks and Recreation Advisory Commission. • Player Eligibility and Aging-out Policy Change: Participants and siblings, who move out the County or boundary during a season of play, may continue to play on that team for that season only. They will then need to sign up with the locality in which they reside. (Currently they may continue until age 18.) However, those players currently registered on teams prior to adoption of this policy will be allowed to age-out with the club. Their siblings may not age-out under this grandfather clause and will need to register with the program serving their residence. All non- county players will be required to purchase anon-resident participation pass annually through the Parks, Recreation, and Tourism Department to continue to play under the aging out policy. Player Eligibility and Non-County Children Attending County Schools: Non- county residents, attending Roanoke County Public Schools, may play in Roanoke County sanctioned sports in the recreation club program that serves children of that school or area. They will be required to stay with the first recreation club they play in and must purchase anon-resident participation pass annually through the Parks, Recreation, and Tourism Department to play on Roanoke County teams. • Sanctioned Club Boundaries: (No change in the policy, however, the entire boundary policy is now included in the manual.) • Boundary Line Exceptions: If a club does not sponsor a specific sport, the player may be released by the home club to sign up for that specific sport with another club in the County. However, the players will be required to return to their home club for -1- ~'~ sports that are offered. Major, minor, or A and B Leagues in the same sport are not considered separate sports. Sanctioned Club Interlocking with Non-County Teams: Teams formed from residents outside the boundaries of Roanoke County may interlock with Roanoke County leagues under the following conditions: o If interlocking does not increase or impact facility or resource capacity. o The request must be received at least two months before the season starts. Upon approval, that locality shall provide a home field in their jurisdiction for 50% of their scheduled games for alternating play for home and away games. They shall cover all the costs of sports officials, lighting, and supervision for their home games. o The team organizer must sign a hold harmless and release Roanoke County from all liability for their participation. o We reserve the right to deny interlocking if it is determined that it is not in the best interests of Roanoke County Parks, Recreation, & Tourism's programs and participants. • Park Sign Standards: (Staff is currently reviewing scoreboard advertising for inclusion. No other change in the policy, however, the entire park signage policy is now included in the manual. School Athletic Facilities Built and Maintained by Roanoke County Parks, Recreation, & Tourism: Athletic facilities built and maintained by Roanoke County Parks, Recreation, & Tourism on Roanoke County School property must be reserved through the Roanoke County Parks, Recreation, & Tourism special use process. Use of these facilities is subject to all policies and fees within this manual. Sanctioned Baseball/Softball League Facility Seasonal Permits: Priority will be given to sanctioned youth baseball/softball in the spring, April 1 through July 7 on Mondays through 3:00 pm on Sundays. (This opens up Sunday afternoon slots on non-premier fields that may be rented by non-sanctioned users. Currently the permit is issued for Mondays through Sundays. In the past, no athletic facilities have been rented during sanctioned sport seasons.) • Facility Use Permits For Non-Sanctioned: Non-sanctioned teams, individuals, groups, businesses, or organizations must submit a special use application to the Assistant Director of Parks at least 30 working days prior to the date of use for multiple dates and no less than 10 working days prior for occasional use. Public use of facilities will be permitted on a space available basis on non-premier facilities. Approval is contingent on sanctioned club schedules, resources, ground conditions, and scope of request. Approved requests will be assessed a fee. All reservations are on a first-come first-serve basis. Currently, no athletic facilities have been rented during sanctioned sport seasons. • Fee Schedule for Athletic Field Rental by Non-Sanctioned Organized Groups: o One unit of play equals 2 hours, which includes set up and take down/clean up time -2- • r• o Fee Schedule: ^ Groups/teams with 100% county residents, $20.00 per unit of play or $35.00 for atwo-unit block of play. ^ Groups/teams with over 50% or more county residents, $25.00 per unit of play or $40.00 for atwo-unit block of play. ^ Groups/teams with 51 % or more non-county residents, $30.00 per unit of play or $50.00 for atwo-unit .block of play. ^ Groups/teams with 100% .non-county residents, $50.00 per unit of play or $80.00 for atwo-unit block of play. Premier Athletic Facilities, as identified by Roanoke County Parks, Recreation, & Tourism: will not be available for practices or games by non-sanctioned groups, teams, or organizations, unless an approved partnership agreement is reached with Roanoke County. However, premier facilities will be available for tournaments deemed to have significant community economic development impact. Use of Roanoke County Parks, Recreation, & Tourism Property for Profit: Groups or individuals that request the use of park property for aprofit-making concession, program, or event shall make their request in writing to the Tourism and Event Coordinator. The fee for such use shall be negotiated according to scope, direct cost if any, and type of event. Sanctioned Sports Divisions: Roanoke County Parks, Recreation, & Tourism reserves the right to form divisions as necessary due to the number of teams. These divisions may change from year to year. • Sanctioned Sports End-of-Season Tournaments: Roanoke County Parks, Recreation, & Tourism does not sponsor end-of-season youth sports tournaments; however, the department will assist clubs if the club/s choose to do an end of season tournament. The tournament must be held by the official end of the sport season as established by Roanoke County Parks, Recreation, & Tourism. The club will be responsible for direct costs of the department. • Sanctioned Club Concession Operators: shall abide by the Roanoke County Park Ordinance, the Community Use Manual, Roanoke County Health Department regulations, and any product contracts currently in force between the County of Roanoke and product vendors. • (Non-sanctioned youth and adult athletic tournaments: staff is currently reviewing this policy.) • Facility Damage: The cost to repair damage to any facility will be the responsibility of the person/clubs who received the permit to use the facility. • Penalty for Violation of Community Use Standards and Policy by Users: o First Offense: Written Warning to the individual, representative, league president, coordinator, and/or club official. o Second Offense: Written notice of suspension of the violator's rights to use the facility and restitution for damages and costs if applicable. In the case of a -3- ... ... league or team suspension, the suspension will be for three days and restitution for damages and costs if applicable. o Third Offense: Written notice of denial of future use of facilities and restitution for damages and costs if applicable. o A copy of all written notices will be forwarded to the Parks and Recreation Advisory Commission for review. o The Parks and Recreation Advisory Commission will serve as the appeals panel. • Facility Partnerships: In kind services, small field improvements, and programs, etc. will be considered in lieu of fees. Value of services or improvements offered must be comparable to dollar value of field time requested. Partnership proposals involving a significant capital improvement will be dealt with on a separate case-by- case basis. Proposals should be submitted to the Assistant Director of Parks, Recreation, and Tourism well in advance of desired use. -4- A-070902-4 ACTION NO. ITEM NUMBERC-/ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Request to Accept Additional State Revenues and Appropriate to the Sheriff's FY2001-2002 Budget. COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval of these year-end budgetary transactions. At the end of each year, we adjust the jail expenditures fo reflect the changes in inmate population during the year. They are offset by increases in state revenues. SUMMARY OF INFORMATION: During FY 2001-02, as in previous years, the inmate population at the Roanoke County Jail has remained above capacity. In addition, the average daily inmate population increased from 210 to 220 through FY2002, an increase of 5% over the prior fiscal year. The average population for the final quarter for FY2002 was 233. As a result, operational costs such as food, utilities, medical costs, etc. continue to consume a substantial portion of the Jail's budget. Due to the increased inmate population, the Sheriff is projecting expenditures related to inmate care to exceed original budget allocations by $217,988 for FY01-02. Roanoke County is reimbursed by the state for salaries, mileage, office expenses, and for housing state prisoners. The reimbursement for state responsible inmates varies between a rate of $6 and $8/day. In addition, the City of Salem reimburses the County for housing its prisoners on a per diem basis. State reimbursement for commonwealth responsible prisoners is subject to state prisoner population, general assembly appropriations, and political factors, variables difficult to consider in revenue projections. Based on the revenue estimates versus the projected revenues anticipated to be collected from the state and from the City of Salem for the Sheriff's Department for FY01-02, revenues in excess of budget for these categories should total approximately $330,000. ~y STAFF RECOMMENDATION: Staff recommends an appropriation adjustment to recognize an additional $217,988 of state revenue for personnel and operations reimbursement and increasing the Care and Confinement budget within the Sheriffs department by $217,988 to cover increased operational costs of the jail caused by increased inmate population, staffing requirements, and capital reimbursements. Respectfully submitted, Approved by, ~ ~~°~ W. Brent Robertson Elmer C. Hodge Budget Director County Administrator ---------------------------ACT I O N VOTE No Yes Abs Approved (x) Motion by: Joseph P McNamara to Church _ x Denied () approve staff recommendation Flora _ x Received () McNamara- x _ Referred () Minnix - x - To () Nickens - x - cc: File W. Brent Robertson, Director, Budget Dan Morris, Director, Finance Gerald Holt, Sheriff ACTION NO. ITEM NUMBER ___~' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: First Reading of an Ordinance to Increase Sewer Rates and Fees COUNTY ADMINISTRATOR'S COMMENTS: We need to be very clear in explaining to our citizens that the expansion of the wastewater treatment plant is needed for communities that already exist, as well as to accommodate future development. It is easy to understand this if we remember that for the five participating localities (Roanoke City, Roanoke County, Botetourt County, City of Salem, Town of Vinton), there is more than 60 million gallons per day (MGD) of water capacity. Before the 1996 wastewater expansion, the treatment plant had a maximum of 32 MGD capacity. When expanded, it increased to 42 MGD. The proposed expansion will bring it more in line with our regional needs. This expansion is good news for Roanoke County's neighborhoods that are already experiencing difficulties with septic tanks, and in those areas where growth has increased beyond the capacity of the sewerlines in place. Growth will a/most certainly continue in the more rural areas of the County such as Catawba, the 1-81 corridor, Back Creek and the Route 220 corridor. Continued fill-in growth is anticipated in other areas such as Hollins and Windsor Hills. Granted we did not get the capacity we had hoped for in the 1996 expansion. The increase that was realized was very cost-effective as reported by Stewart Lassiter, our engineering advisor. The proposed increases in capacity and cost are for the treatment plant only. Those localities that have serious infiltration and inflow (1&1) problems will bear additional costs to correct those issues. Roanoke County has done an outstanding job in dealing with this over the last 15 years. We have actually reduced the amount of wastewater that is treated because of our aggressive maintenance program on existing sewer lines. Below is a chart showing the five localities that use the regional wastewater treatment plant. This chart also shows the capacity from 1996 and the increase that each wishes to purchase in this next upgrade. I anticipate a number of citizens wanting to know if we can allocate revenues from the sale of water to the upgrade of this project. Technically it is possible, but this requires a lengthy legal process to gain approval of those who purchased the bonds for the construction of the Spring Hollow wafer system. In other words, the water and the sewer system are separate legal entities for bonding purposes. In addition, the net revenues from the sale of water may not be sufficient to significantly reduce the proposed rates. We will explore this F- possibility and, if appropriate, use these funds to reduce the amount of the second rate increase scheduled to take place in January 2004. CAPACITY SUMMARY ROANOKE REGIONAL WATER POLLUTION CONTROL PLANT JURISDICTION' ORLGINAL 1.994: 1996 ESTIMATEQ WATER PERMI°TTED CAPACITY AGREEMENT AGREEMENT "CORRECT' CAPACITY (MGD) (MGD) CAPACITY _ (MGD) Roanoke City 15.80 19.20 28.34 21.90 33.00 Botetourt County 1.90 2.60 4.01 3.00 N/A Roanoke County 9.00 10.30 15.20 11.80 23.00 Salem 6.65 7.80 11.42 8.90 10.00 Vinton 1.62 2.10 3.03 2.40 2.77 TOTAL 35.00 42.00 62.00 48.00 68.77 Note: Water capacity permitted by Virginia Department of Health does not guarantee that source is available. (i.e., Carvins Cove is permitted to treat 28 MGD; however, it is presently treating approximately 15 MGD with levels dropping. BACKGROUND: The City of Roanoke signed a consent order with the Department of Environmental Quality (DEQ), in April 2002, requiring additional improvements to the wastewater plant. The consent order requires the submission of construction plans by April 2003 and construction to begin by September 2003. Construction is expected to take a minimum of 30 months. These improvements will replace outdated equipment, minimize overflows and bypasses at the wastewater plant during wet weather, and hopefully provide additional capacity for future growth in the valley. An initial projection of the costs of the improvements is approximately $32 million dollars. Although a cost sharing formula has not been agreed upon, Roanoke County's share of these improvements is expected to be between $7 and $9 million dollars. Roanoke County's existing rate structure does not generate sufficient revenue to fund the County's share of these improvements or continue the County's sewer repair and replacement program. It is anticipated that Roanoke County's share of the improvements will be funded by means of sewer fund revenue bonds issued through the Virginia Wastewater Revolving Loan Fund. Interest rates are expected to be below 4 percent. Funds wilt be drawn down as ~- i needed to pay for the County's share of improvements. The County would only be obligated to repay what is drawn down. Repayment is not required until construction is complete. SUMMARY OF INFORMATION: In a work session to the Board on June 25, 2002, staff proposed atwo-tier sewer rate increase and an increase in certain other fees as follows: Sewer Rates • Effective September 1, 2002 an increase of 8.36%. • Effective January 1, 2004 an increase of 8.36%. Sewer Fees • Effective September 1, 2002, an increase in sewer off-site facility fee from $1,500 to $2,000 per equivalent residential connection. • Effective September 1, 2002, charge $500 per equivalent residential connection for development that requires installation of County maintained sewage pump stations. Implementation of the new off-site fees would be implemented as follows: 1. Existing lots of record that have paid 25% of the existing fee must pay the remaining 75% by August 31, 2003 or the remaining fee will be based on the new fee of $2000. 2. Site plans in subdivisions that have filed a preliminary plan to the County prior to September 1, 2002 and have approval prior to January 1,2003 will pay the existing fee of $1500 per lot provided that they pay 25% of the fee by January 1,2003 and the remaining 75% of the fee by September 1, 2003. 3. Site plans submitted on or after September 1,2002 will pay the new fee of $2000 per lot. 4. Site plans submitted on or after September 1,2002 or plans not approved until after January 1,2003 that utilize a sewerage pump station will pay an additional $500 per lot at the time of plan approval. Staff considered current reserves, revenue covenants, future increase in debt service, and contingency for future projects. FISCAL IMPACT: Additional revenue generated by this rate and fee increase will fund future years' debt service on the planned Virginia Wastewater Revolving Loan and the sewer repair and replacement program. F- ~ STAFF RECOMMENDATION: Staff recommends approving the first reading of the attached ordinance. The second reading and public hearing will be held on July 23, 2002. Respectfully Submitted by: Approved by: Gary Robertson Utility Director ~ ~~ Danial Morris Elmer C. Hodge Director of Finance County Administrator -------------------------------------------------------------------------------------------------------------------- ACTION VOTE No. Yes Abs Approved () Motion by: Church Denied () Flora Received () McNamara Referred () Minnix To () Nickens F AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 ORDINANCE AMENDING AND REENACTING SECTION 18-168, "SCHEDULE OF CHARGES", OF CHAPTER 18 SEWERS AND SEWAGE DISPOSAL, ARTICLE IV., "SEWER USE STANDARDS", OF THE ROANOKE COUNTY CODE TO PROVIDE FOR AN INCREASE IN THE BASE AND VOLUME CHARGES FOR SEWER SERVICE, AN INCREASE IN THE SEWER OFF-SITE FACILITY FEE, AND THE IlVIPOSITION OF A CHARGE PER EQUIVALENT RESIDENTIAL CONNECTION FOR DEVELOPMENTS THAT WILL REQUIRE COUNTY MAINTENANCE OF A SEWAGE PUMP STATION WHEREAS, the Board of Supervisors of Roanoke County, Virginia, has adopted and established sewer user rates for Roanoke County utility customers, as provided in Roanoke County Code §18-168; and, WHEREAS, due to the anticipated costs of necessary improvements and upgrades at the wastewater treatment facility, the Board of Supervisors has determined that an increase in sewer service rates is required; and, WHEREAS, the Board has determined that it is appropriate to make the adjustment of the sewer charges through an increase in the base and volume charges for sewer service, and through an increase in the off- site facilities fee; and, WHEREAS, the Board has determined that it is necessary to impose a pump station maintenance fee for new development to off-set the cost of maintaining sewage pump stations; and, WHEREAS, the provisions of this ordinance for rate increases are adopted pursuant to the authority found in Chapter 21, Title 15.2, more specifically §15.2-2111 and §15.2-2122 of the Code of Virginia (1950, as amended); and, WHEREAS, legal notice of these amendments has been published in a newspaper of general circulation within Roanoke County, pursuant to §15.2-107 of the Code of Virginia (1950, as amended) on July 2, 2002, and on July 9, 2002; and, WHEREAS, the first reading of this ordinance was held on July 9, 2002, and the second reading and public hearing on this ordinance was held on July 23, 2002. ~. i ~- NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia: 1. That Section 18-168, "Schedule of Charges", of Chapter 18 SEWERS AND SEWAGE DISPOSAL, ARTICLE IV., "SEWER USE STANDARDS", is hereby amended and reenacted as follows: Sec. 18-168. Schedule of charges. (a) Persons discharging wastewater shall pay a charge to cover the capital cost and the cost of collection and treatment of all wastewater discharged. (1) All Class I users discharging normal wastewater or Group B wastewater shall pay a user charge computed upon cost per volume of wastewater discharged. (2) All Class II users discharging Group A wastewater shall have their user charge computed upon a cost per unit volume basis for the base amount plus the unit cost of treatment for all over the base amount for volume, biochemical oxygen demand (BOD), suspended solids (SS), phosphorus (P) and total Kjeldahl nitrogen (TKN) . In computing the contaminant loading, the parameter concentrations for normal wastewater will be considered as standard strength in determining the base amount in the effluent discharge flow. Initially, the responsibility for determining the contaminant loading for each category of establishment will be that of the control authority. However, each establishment must verify its own contaminant loading monthly by initiating a sampling and analytical program at its own expense and with the approval of the control authority. (b) The unit costs to be used to compute the charge for Class I and II users shall be established by the approving authority. The unit costs for all users and the allowances for normal wastewater for users maybe revised as necessary to correspond to current costs and experience. Revisions may be made, no more often than once a year, upon approval of the control authority. The user charge for users shall be computed as follows: Class I Users: Cu = Vu X Vd Class II Users: C8 = Vd + VsVc + BsBc + SsSc + PsPc + NsNc And: Cu =Charge for Class I users Cs =Charge for Class II users Vu =Unit cost of treatment chargeable to normal wastewater ($/1,000 gal.) Vd =Volume of wastewater from normal wastewater (1,000 gals) Vs =Volume of Class II wastewater (1,000 gals) in excess of Class I wastewater 2 ~~ Vc =Cost of treating 1,000 gals. of Class II wastewater ($/1,000 gal.) Bs =Class II wastewater BOD contribution in excess of Class I wastewater limit (lbs.) Bc =Cost of treating Class II BOD contribution ($/Ib.) Ss =Class II wastewater SS contribution in excess of Class I wastewater limit (lbs.) Sc =Cost of treating Class II SS contribution ($/lb.) Ps =Class II wastewater phosphorus contribution in excess of Class I wastewater limit (lbs.) Ns =Class II wastewater unoxidized nitrogen contribution in excess of Class I wastewater limit (lbs.) Nc =Cost of treating Class II phosphorus contribution ($/Ib.) (c) The following schedule of base charges and volume charges for residential, commercial and industrial customers of the county shall apply for sewer service. The volume charge per one thousand (1,000) gallons will be based on water used. The volume charge is added to the base charge to determine the total sewer bill. SCHEDULE OF BASE CHARGES Volume Based SEWER RATES Water Supplied BASE CHARGE PER MONTH 1000 Gallons l~.ffective l;f(ecrivc Per Month ~-1-2002 1-1-2~`!4 0--10 $--~~ $ 0.00 $ 9.76 11--14 ~~ 13.51 14.64 15--17 ~8 22.52 24.40 18--28 ~4:5A 37.39 40.51 29--39 -48:~A 52.23 56.60 40--54 -bFr49 72.05 78.08 55--69 -~~ 92.76 100.52 70--111 '~ 149.94 162.48 ll2--153 -~9-~-~ 207.14 224.46 154--210 ~A 284.13 307.89 211--267 6 361.13 391.33 268--440 ~~ 594.83 644.56 441--613 ~(q-58 825.52 897.80 614--853 ~ 1,152.73 1,24x.12 854--1,093 6 1476.94 1 600.44 1,094--1,400 ' ,'~ 1,891.21 2,049.34 1,401--1,707 ',,~4 2 305.47 2 4~?8 25 1,708--2,087 ~ 2,81 S.50 3,054.51 ~: 2,088--2,467 X4:96 3,332.12 3,610.75 Volume Charge Per 1000 Gallons ~---~~8 1.52 (d) Connection fees. The total sewer connection fee shall consist of costs and considerations associated with (i) a basic connection fee; (ii) an off-site facilities fee; ate (iii) a pump station maintenance. tee• and iv an off-site and oversized line credit policy: (1) Basic connection fee. The basic connection fee for all applicants is to recover the cost of the service connection or service tap. The basic connection fee shall be assessed all connectors and the payment shall accompany the application for connection to the sewer system. (2) Off--site facilities fee. The off-site facilities fee for all applicants is to recover the cost of all present and future capital facilities and improvements to the sewer system constructed by or on behalf of the county. Up to one-half of the off=site facilities fee will be subject to the off-site and oversized line credit policy. The off-site facilities fee shall be assessed all connectors and the payment shall accompany the application for connection to an existing or proposed establishment of a sewer system. (3) Pump station maintenance fee. Thepump station maintenance fee is to recover the additional costs associated with county maintenance of a sewa~pump station including but not limited to daily monitoring electrical expenses and periodic replacement of pumps and other equipment. Tf1e pump station maintenance fee shall he assessed all connectors to be ser~~~d by a sewaee pump station maintained or to he maintained by the county and the payment shall accompany the application fir connection m an e~istina orproposed cstahlishment of a scan c r sstem. t4) Off-site and oversized line credit policy. A credit will be allowed against the off-site facilities fee for off-site extensions of a sewer line in excess of three hundred (300) feet and/or installation of line size in excess of minimum line size required by the county. For any off-site extensions in a public right-of--way or easement adjacent to the owner's/applicant's property, credit will be allowed against the off-site facilities fee only for sewer line size in excess of the minimum diameter required by the county. No credit will be allowed where a line size greater than the minimum diameter size is required to adequately serve the owner/applicant. Credits shall be limited to a maximum of twenty-five (25) percent of the amount assessed for the off-site facilities fee and are subject to funds being appropriated and available for credits within the sewer off-site facilities fee fund. Credits shall be computed based upon the most recent bids received by the county for construction of similar sewer facilities. (4~ The board of supervisors may authorize the utility director to enter into a reimbursement agreement with an owner/applicant for off-site facilities which maybe required by the county, and which are not addressed by the off-site and oversized line credit policy. (~) The total connection fee shall be paid as follows: twenty-five (25) percent at time of plan approval, seventy-five (75) percent (balance) upon the earlier of either the application for 4 ~-' building permit or prior to occupancy or sewer use by the facility. When the off-site facilities fee is increased, the applicant may pay the remaining balance of the prior fee before the effective date of the new fee. Thereafter, the remaining balance shall be calculated on the fee that exists at the time the balance is paid. (e) Installation payments. Any landowner may, at his option, request in writing on forms provided by the county, to be allowed to make payment on the off-site facilities fee portion of the connection fee, in thirty-six (36) monthly installments, provided that: (I) The amount of such fee shall be increased by twenty (20) percent. (2) The landowner shall execute a contract with the county for aforesaid installment payment a note evidencing such obligation in a form approved by the county attorney setting forth the amount and number of payments to be made together with other such terms and conditions deemed necessary and appropriate by the parties thereto. Such contract shall be recorded in the office of the clerk of circuit court of the county. (3) The county shall have the right to collect such payments in the same manner as provided for collection of sewer service charges together with other means as set out in the sewer contract. (4) Such note shall be paid in full prior to the transfer of title to any land for which sewer service was provided, and if the same are not paid in full by the date of transfer, the county shall have the right to discontinue service and remove all of its facilities and require payment of the full amount of the connection fees prevailing at that time, as if service had never been installed (fl Authority of board of supervisors to waive connection fees: (1) The board of supervisors may, by resolution, waive a portion of the connection fees for sewer facilities installed under federal or state funded sewer projects. The portion of the fee that is waived shall be indicated as county financial participation in the sewer project. (2) The board of supervisors may, by resolution, authorize all or a portion of the off-site facilities fee to be paid from the general fund for those commercial or industrial owners (applicants) which the board of supervisors determines would be in the best interest of the county's economic development and which would generate significant employment. (g) Minimum connection fee. The minimum connection fee for any connection will be that established for aave-eighths-inch water meter. (h) Schedule of connection fees. The total connection fee is the sum of the basic connection fee (which is based upon sewer service to one equivalent residential connection or "ERC") plus the off-site facilities fee (which is determined by ERC, type of service and effective date), as indicated in Tables I and II, anal the pump station maintenance tee if ap licahle. Basic Connection Fee: The basic connection fee is one hundred dollars ($100.00) and includes Roanoke County personnel installing the physical tap to the sewer main after excavation by the customer. Table I F~ Type of Service Single family & multifamily (per dwelling unit) ~~,._ lY~r viii=arivvrriT ~~~spi~al-ffl} n~~.,._ _,. ~a i Off-site Facilities Fee F 994 }-~--3~ -~Ae' AAA ~~ ~~ -~A8 ~~9 I, ECtIY%C' 9- ] -2002 2,0~~0 Table II The Off-site Facilities Fee fir ~4all other applicants , ' will be based on meter size as follows: Water Meter £~feetive F~fec-Eiroe ~ective Size (inches) ERC 9-~~-94 ~~ 9- I -2002 3/8 1.00 :AA ~589:A8 2 t~l~~.i~O 3/4 1.44 4-;44&OA ~HgBg 2,gg0.00 1 2.56 X08- ~4s:~A 5,12~?.OQ 1 '/z 5.76 5~-,-76e-.-00 $~q~g:g6 11 20.i 2 10.24 X4&88 ~A;AA 20,q~?~.i~K~ 3 23.04 ~84~~8 34;~H8:88 9t~.t1C~.1~~ 4 40.96 4A,-96~AA ~ 498 g 1 ?20.~~i 6 92.16 9~}~66:Ag 4-3g,~4.g~gg 1~4,320.~0 8 63.84 488 ~q~7gg;gg 327.630.~~0 10 256.00 ~,-BA~~A- 3gq;~8:8g 512,000.00 12 368.64 x:80- X68:88 737,280.00 6 F~ Pump Station Maintenance Fee: The pump station maintenance fee is tive hundmd dollars ($5~h C~C~) per one equivalent residential connection or `BRC' served or to be sen-ed by a sewage pump station that requires or will require County maintenance. (i) The director of finance is authorized to adjust utility charges arising from filling swinuning pools with water when such water is not introduced into the sanitary sewer system. Any such adjustment shall be limited to once per year, and be for sewer charges only. The director of finance may promulgate regulations to implement this adjustment procedure. (j) For those customers that are sewer customers only and do not have water meters, sewer is billed at an estimated usage of thirty thousand (30,000) gallons per month for commercial customers and eighteen thousand (18,000) gallons per quarter for residential service. Such rates or charges shall be based on the schedule of charges established in this ordinance. ~ ~~> ~~ rhntt~Anci a t1 rQ ~ t nnn n~ Cc ~ f e ~ Y t t n f nn a ~, naau t tt aalaa[ [[a~. , . i l,aJC. iy yi~ic C 1' ' ' - T T C t - ~ , }~~~ -t -t Lti ,4'~r C79 A b ~e 2T 12 2 t t ) .,.1. ~ci3c J nnc ) ',1 'i-17--r.7- t L ~. ,~ i.. C 1 ~ A 7u'y LL LL ~' C as aV\.. Ja t 11 L L ta[[ [7L ~.~~ Y ~ Y V l.[L V~.[ al l[ [AL l.Ill[C- 7 ) ,. .._ t,.f yr _,. A .... ~TT - n77 TL... f L t > » + L ,... vu , ~-r«~ t r ~ ~ r , ~{~-} The provisions of this ordinance, and the rates and. tees established hereby shall be effective from and after September 1, 2t~02 }thy-1; }-994, 2. That transition shall be handled administratively by the Utility Director in accordance with the implementation policy provided by report to the Board. Any appeal of an administrative decision of the Utility Director under this policy shall be to the Board of Supervisors of Roanoke County. .-- 3. That all subsections and provisions of §18-168 of the Roanoke County Code, not specifically amended herein, shall remain in full force and effect. That the provisions of this ordinance and the rates established hereby shall be effective on and from the date of adoption. ACTION NO. ITEM NO. ~'1?r AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: ORDINANCE AUTHORIZING CONVEYANCE OF AN EASEMENT TO APPALACHIAN POWER COMPANY FOR ELECTRIC SERVICE WITHIN THE PUBLIC UTILITY EASEMENT ALONG CORPORATE CIRCLE ACROSS PROPERTY OWNED BY THE BOARD OF SUPERVISORS AT THE CENTER FOR RESEARCH AND TECHNOLOGY IN THE CATAWBA MAGISTERIAL DISTRICT COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: This is the first reading of the proposed ordinance to authorize donation of an easement to Appalachian Power Company (APCO) for underground transmission line(s) within the public utility easement to provide electric service in connection with Roanoke County's development of the Center for Research and Technology. BACKGROUND: Roanoke County is coordinating the development of the Center for Research and Technology on the property owned by the Board of Supervisors, located on Corporate Circle by Glen Mary Drive in the Catawba Magisterial District of Roanoke County. SUMMARY OF INFORMATION: Installation of electric transmission lines and related improvements is necessary to provide electric service to the sites, particularly Novozymes. Appalachian Power Company (APCO) requires an easement for the underground Fa electric line(s) within the public utility easement along Corporate Circle as shown on Exhibit A attached. APCO is also obtaining easements from Novozymes Biologicals, Inc., owner of Lot 1, and the Industrial Development Authority of Roanoke County, owner of Lot 2. FISCAL IMPACTS: Consideration for the proposed easement is $1.00. ALTERNATIVES: (1) Adopt the proposed ordinance authorizing the County Administrator to execute the necessary documents for conveyance of the easement for underground transmission line(s) as shown on Exhibit A attached. (2) Decline to authorize donation or conveyance of the easement. STAFF RECOMMENDATION: Staff recommends that the Board adopt the proposed ordinance as provided in Alternative # 1. SUBMITTED BY: ~r Geon e W. Simplon, III, P. E. Assistant Director Community Development APPROVED BY: Elmer C. 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G \ ~ ^ _ ry< Zb 4 FO „ ~ ~~ Q o °~ia ~ e~ ;~~ma ~~~ n'~ h; / y~ \~ +.~ ~ !~ ~ ae :: as ~° ;~ mx ~ 3r z t Y ~~ ~ rf~ a o ~- > ~~;~ CIO ~ ~ v, ~ _ ~~•^ 2 J LY W ;,7 Q W Z~ F i omi z '~o-^- ~$ ~~, ~ ~ ;fix v GroV~ ~ ~6U< _ ~Z ' ~ Wt a W Z ~ ~~~ I'~Q~',I IJ ~~ '=J C'u~n uMI~~~•yWr ~~W~~ ^un n ~,~ ~ a~'~ ~ (: r~ - -s I¢ I ~ ~ .~ ~ ~° DUI ~ + EL ~ N ~~~'v W n uo `o F-- ~ Z ~ W ~ U ,~~1 ;f ~ ~~ g v` ` •,tiG ~ J 8 ~ po ~ N 77}}¢¢}¢¢ g Nov' ~~u of P b ~a~ 6< o~ s i continuation of ffiIBIT A ~a AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 ORDINANCE AUTHORIZING CONVEYANCE OF AN EASEMENT TO APPALACHIAN POWER COMPANY FOR ELECTRIC SERVICE WITHIN THE PUBLIC UTILITY EASEMENT ALONG CORPORATE CIRCLE ACROSS PROPERTY OWNED BY THE BOARD OF SUPERVISORS AT THE CENTER FOR RESEARCH AND TECHNOLOGY IN THE CATAWBA MAGISTERIAL DISTRICT WHEREAS, Roanoke County staff is coordinating the development of the Center for Research and Technology; and, WHEREAS, Appalachian Power Company (APCO) requires a right of way and easement for underground transmission lines within the public utility easement on the County's property along Corporate Circle to provide electric service to the sites as shown on the `Combination, Re-Subdivision and Vacation Plat for The Board of Supervisors of Roanoke County, Virginia, Center for Research & Technology (CRT), Section One', dated February 8, 2002, and recorded in the Clerk's Office of the Circuit Court of Roanoke County in Plat Book 25, page 54; and, WHEREAS, the proposed right of way will serve the interests of the public and is necessary for the public health, safety, and welfare of citizens of the County of Roanoke. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: That pursuant to the provisions of Section 18.04 of the Roanoke County Charter, the acquisition and disposition of real estate can be authorized only by ordinance. A first reading of this ordinance vas held on July 9, 2002, and a second reading was held on July 23, 2002. 2. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interests in real estate to be conveyed are hereby declared to be surplus, and are hereby made available for other public uses by conveyance to Appalachian Power Company for the provision of electrical service in connection with Roanoke County's development of the Center for Research and Technology. 3. That donation to Appalachian Power Company of an easement and right-of--way for underground transmission lines and related improvements, within the 15' "NEW PUBLIC UTII.ITY EASEMENT" on the County's property (Tax Map No. 54.00-1-2) along Corporate Circle to provide electric service to CRT as shown on the `Combination, Re-Subdivision and Vacation Plat for The Board of Supervisors of Roanoke 1 t Fa County, Virginia, Center for Research & Technology (CRT), Section One', dated February 8, 2002, and recorded in the Clerk's Office of the Circuit Court of Roanoke County in Plat Book 25, page 54, is hereby authorized and approved. 4. That the County Administrator, or any assistant county administrator, is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. That this ordinance shall be effective on and from the date of its adoption. 2 ~--, ~._'> ~ ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 ORDINANCE 070902-5 APPROVING CONSTRUCTION OF THE HUNTRIDGE OFF-SITE SANITARY SEWER EXTENSION PROJECT, INCLUDING ACCEPTANCE OF FUNDS, AND APPROPRIATION OF FUNDS AND ACQUISITION OF NECESSARY EASEMENTS, HOLLINS MAGISTERIAL DISTRICT WHEREAS, Developer Fralin and Waldron has submitted plans for Huntridge Grove Subdivision showing 47 current lots and 30 future lots; and WHEREAS, location plans for the Huntridge Grove Subdivision off-site sanitary sewer extension have been completed and the project will require the acceptance of funds from Fralin & Waldron, the appropriation of funds to the Huntridge off-site sanitary sewer extension project, and the acquisition of sewer line easements across certain properties to facilitate any future construction; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on June 25, 2002; and the second reading was held on July 9, 2002. NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board authorizes and approves the construction of the Huntridge Grove Subdivision off-site sanitary sewer extension project. The total construction cost of the public sewer project is estimated to be $165,000, to be initially financed as follows: 1 Contribution from Developer -Fralin and Waldron $45,000 50% of the sewer off-site facility fees -Fralin and Waldron 32,250 From the Sewer Fund Unappropriated Balance 84,750 That the Board hereby accepts the contribution of Fralin & Waldon in the amount of $45,000 to be used for the construction of this project. That 50% of the sewer off-site facility fees for the 47 current lots of Huntridge Grove are hereby approved to be used for the construction of this project in the amount of $32,250. That there is hereby appropriated for this project the sum of $84,750 from the Sewer Fund Unappropriated Balance, establishing the fund for the Huntridge Off-Site Sanitary Sewer Extension Project. 2. That the acquisition and acceptance of the necessary sewer line easements for the Huntridge Off-Site Sanitary Sewer Extension Project is hereby authorized across the following properties, referenced by tax map number, from the following property owners, their successors or assigns: TAX MAP NO. PROPERTY OWNER 40.17-4-14 DWV Incorporated 40.13-1-9 Nancy Horn 40.13-1-8 Michael McGraw 40.13-1-7 Nancy Horn 40.13-1-6 Nancy Horn 40.13-1-4 Mary Ward 40.13-1-1.1 Ronald Lewis 40.13-1-1.2 Rebecca Lewis 40.13-1-1 Edward Rumbley III 40.13-1-13 Roy Bohon 3. That the consideration for each easement acquisition shall not exceed a value 2 equal to 40% of the current tax assessment for the property to be acquired plus the cost of actual damages, if any; and 4. That the consideration for each easement shall be paid from the Capital Improvement Fund; and 5. That the County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish these acquisitions, all of which shall be on form approved by the County Attorney. On motion of Supervisor Flora to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: Brenda J. H ton, CMC Deputy Clerk to the Board of Supervisors cc: File Gary Robertson, Director, Utility Paul M. Mahoney, County Attorney Dan Morris, Director, Finance 3 ACTION # ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGIlVIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 SUBJECT: Second Reading of Ordinance Approving Acquisition of Easements and Construction for Huntridge Off-Site Sanitary Sewer Extension, Hollins Magisterial District. COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval BACKGROUND: Roanoke County currently operates and maintains a sewer lift station located to the rear of 5342 Huntridge Road. This lift station became operational in 1989 and requires significant maintenance to remain in service. The station is currently operating near full capacity. The first reading was held on June 25, 2002. SUMMARY OF INFORMATION: Developer Fralin and Waldron has submitted development plans for Hundridge Grove subdivision, showing 47 current lots and 30 future lots. Fralin and Waldron has proposed to increase capacity in the existing lift station at a cost of $45,000. As an alternative to increasing capacity in the existing lift station, County Utility Department personnel have defined a 3,200 lineal foot gravity sewer route that would allow the de- commissioning of the existing lift station and provide sewer service to the ultimate development of this drainage area (see attached map). In addition to allowing this lift station to be taken out of service, this extension of the gravity sewer would also make sewer service available to approximately 70 acres of undeveloped and under-developed land. There is also one resident with a failing septic system and one resident with an aging septic system that have expressed a desire to connect to public sewer. Preliminary agreements have been reached with the affected property owners for sanitary sewer easements across ten properties. The estimated cost of construction of the off-site extension, including easement acquisition, would be $165,000. ~T ~ f Fralin and Waldron has agreed to contribute the $45,000 that would have been spent on the lift station renovations. In addition, 50% of the Sewer Off-Site Facility Fees Fralin and Waldron will be paying ($35,250) can be applied to this project. This leaves a balance of $84,750 to be funded by Roanoke County. Because of its age and condition, the Utility Department has anticipated a major upgrade of this lift station within the next five (5) years at a cost of $75,000. This would be in addition to the capacity upgrade proposed by Fralin and Waldron. The current annual operating costs of this lift station are approximately $7,000 to $9,000. FISCAL IMPACT: Funds are available for Roanoke County's share of the cost in the Sewer Fund Unappropriated Balance. RECOMMENDATION: Staff recommends: 1. That $84,750 be transferred from the Sewer Fund Unappropriated Balance to an account entitled Huntridge Off-Site Sanitary Sewer Extension project. 2. That credits for 50% of the Sewer Off-Site Facility Fees for the 47 lots of Huntridge Grove, totaling $35,250, be approved to be used for the construction of this project. 3. That the $45,000 cash contribution by Fralin and Waldron be accepted and transferred to the account entitled Huntridge Off-Site Sanitary Sewer Extension project. 4. That acquisition be approved for easements across tax parcels: 40.17-4-14 40.13-1-1 40.13-1-1.1 40.13-1-1.2 40.13-1-4 40.13-1-6 40.13-1-7 40.13-1-8 40.13-1-9 40.13-1-13. S MI Y: ~~' n 1 \~ , Gary Robert n, P.E. Utility Director ACTION Approved () Motion by: Denied ( ) Received ( ) Referred to APPROVED: Ci'~„".' Elmer C. Hodge County Administrator Church Flora McNamara Minnix Nickens VOTE No Yes Abs ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 ORDINANCE APPROVING CONSTRUCTION OF THE HUNTRIDGE OFF- SITE SANITARY SEWER EXTENSION PROJECT, INCLUDING ACCEPTANCE OF FUNDS, AND APPROPRIATION OF FUNDS AND ACQUISITION OF NECESSARY EASEMENTS, HOLLINS MAGISTERIAL DISTRICT WHEREAS, Developer Fralin and Waldron has submitted plans for Huntridge Grove Subdivision showing 47 current lots and 30 future lots; and WHEREAS, location plans for the Huntridge Grove Subdivision off-site sanitary sewer extension have been completed and the project will require the acceptance of funds from Fralin & Waldron, the appropriation of funds to the Huntridge off-site sanitary sewer extension project, and the acquisition of sewer line easements across certain properties to facilitate any future construction; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on June 25, 2002; and the second reading was held on July 9, 2002. NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board authorizes and approves the construction of the Huntridge Grove Subdivision off-site sanitary sewer extension project. The total construction cost of the public sewer project is estimated to be $165,000, to be initially financed as follows: G-- Contribution from Developer -Fralin and Waldron $45,000 50% of the sewer off-site facility fees -Fralin and Waldron 32,250 From the Sewer Fund Unappropriated Balance 84,750 That the Board hereby accepts the contribution of Fralin & Waldon in the amount of $45,000 to be used for the construction of this project. That 50% of the sewer off-site facility fees for the 47 current lots of Huntridge Grove are hereby approved to be used for the construction of this project in the amount of $32,250. That there is hereby appropriated for this project the sum of $84,750 from the Sewer Fund Unappropriated Balance, establishing the fund for the Huntridge Off-Site Sanitary Sewer Extension Project. 2. That the acquisition and acceptance of the necessary sewer line easements for the Huntridge Off-Site Sanitary Sewer Extension Project is hereby authorized across the following properties, referenced by tax map number, from the following property owners, their successors or assigns: TAX MAP NO. 40.17-4-14 40.13-1-9 40.13-1-8 40.13-1-7 40.13-1-6 40.13-1-4 40.13-1-1.1 40.13-1-1.2 PROPERTY OWNER DWV Incorporated Nancy Horn Michael McGraw Nancy Horn Nancy Horn Mary Ward Ronald Lewis Rebecca Lewis G~~ 40.13-1-1 Edward Rumbley III 40.13-1-13 Roy Bohon 3. That the consideration for each easement acquisition shall not exceed a value equal to 40% of the current tax assessment for the property to be acquired plus the cost of actual damages, if any; and 4. That the consideration for each easement shall be paid from the Capital Improvement Fund; and 5. That the County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish these acquisitions, all of which shall be on form approved by the County Attorney. t ~„ 1 ~~ f~. '~ _ ;,~-. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 ORDINANCE 070902-6 FOR AUTHORIZATION TO ACQUIRE NECESSARY SEWER LINE EASEMENT TO CONSTRUCT SANITARY SEWER FACILITIES TO SERVE MOUNT PLEASANT FIRE STATION WHEREAS, renovation and site improvements for the Mount Pleasant Fire Station will require acquisition of a sewer line easement across a certain piece of property; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on June 25, 2002; and the second reading was held on July 9, 2002; and NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the acquisition and acceptance of the necessary sewer line easement for the sewer line to serve the Mount Pleasant Fire Station is hereby authorized across the following property, referenced by tax map number, from the following property owners, their successors or assigns: TAX MAP NO. PROPERTY OWNER AMOUNT 79.01-5-7 Mark W. Emick and Krisinda D. Emick $1,582.00 2. That the County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish these acquisitions, all of which shall be on form approved by the County Attorney. 1 f On motion of Supervisor Nickens to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: Brenda J. Hol on, CMC Deputy Clerk to the Board of Supervisors cc: File Gary Robertson, Director, Utility Paul M. Mahoney, County Attorney Dan Morris, Director, Finance 2 ~ Y! ACTION # ,,~, ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIIZGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 SUBJECT: Second Reading of Ordinance -Authorization to Acquire Necessary Easements to Construct Sanitary Sewer Facilities to Serve Mount Pleasant Fire Station COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval BACKGROUND: Mount Pleasant Fire Station is scheduled for renovations and site improvements during this year. These improvements include connection of this facility to the public water and sanitary sewer systems. Utility Department staff is coordinating the connections to the public water and sanitary sewer. Public water exists along Jae Valley Road adjacent to this site. Public sanitary sewer exists in the Brookfield Subdivision necessitating an extension to get to the site. The first reading was held on June 25, 2002. SUMMARY OF INFORMATION: Several options were investigated to provide public sanitary sewer to this facility. Option 1 involves installation of approximately 175 feet of 8-inch sewer main through an existing easement from the sewer along Cedarmeade Drive to the southernmost property corner and installation of approximately 275 feet of 6-inch sewer lateral along the rear of the fire station site to connect to the building sewer near the existing septic tank. Estimated cost for this option is $17,050.00. Option 2 involves acquisition of a 15-foot private sewer easement from Mark W., Jr. and Krisinda D. Emick, Tax Map No. 79.01-05-07, and installation of approximately 275 feet of 6- inch sewer lateral from the public sewer in Delmar Lane to connect to the building sewer near the existing septic tank. The calculated value of the 15-foot private easement is $1,582.02. Estimated cost for this option including the easement acquisition is $10,300.00. r ~~~ FISCAL IMPACT: The estimated cost savings for option 2 is $6,750 over option 1 including the cost of the easement acquisition. Funds are available for this project. RECOMMENDATION: Staff recommends that the Board of Supervisors approve option 2 and conduct the second reading of an ordinance authorizing acquisition of the private sewer easement at the amount listed above. This amount is based upon 40% of the assessed land value plus cost of expected damage caused by the work. These offers are consistent with the County's past policy for acquiring easements. SUBMITTED BY: n 1 ti ~~ ~.,1 Gary Roberts~n, P.E. Utility Directo APPROVED: Elmer C. Hodge County Administrator ACTION VOTE Approved () Motion by: No Yes Abs Denied () Church _ _ Received () Flora _ _ Referred McNamara _ _ to Minnix _ Nickens w v G- a AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 ORDINANCE FOR AUTHORIZATION TO ACQUIRE NECESSARY SEWER LINE EASEMENT TO CONSTRUCT SANITARY SEWER FACILITIES TO SERVE MOUNT PLEASANT FIRE STATION WHEREAS, renovation and site improvements for the Mount Pleasant Fire Station will require acquisition of a sewer line easement across a certain piece of property; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on June 25, 2002; and the second reading was held on July 9, 2002; and NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the acquisition and acceptance of the necessary sewer line easement for the sewer line to serve the Mount Pleasant Fire Station is hereby authorized across the following property, referenced by tax map number, from the following property owners, their successors or assigns: TAX MAP NO. PROPERTY OWNER AMOUNT 79.01-5-7 Mark W. Emick and Krisinda D. Emick $1,582.00 2. That the County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish these acquisitions, all of which shall be on form approved by the County Attorney. ACTION NUMBER ITEM NUMBER ~"V"~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 SUBJECT: Appointments to Committees, Commissions and Boards COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: BUILDING CODE BOARD OF ADJUSTMENTS AND APPEALS (FIRE CODE BOARD OF APPEALS) The four-year term of Larry W. Degen, Alternate, will expire July 28, 2002. The four-year term of J. A. Hendricks, Jr., Alternate, Fire Code Board of Appeals expired October 28, 2001. Mr. Hendricks has been contacted and does not wish to serve another term. 2. GRIEVANCE PANEL The three-year term of Raymond C. Denny, Alternate, expired October 10, 2001. At the June 25, 2002, Board meeting, Human Resource Director Joe Sgroi provided the Board with the names of several citizens who might be willing to serve on this panel. 3. PARKS AND RECREATION ADVISORY COMMISSION (Appointed by District) The unexpired three-yearterm of Wayne Gauldin, Catawba Magisterial District, who has resigned. This term will expire June 30, 2003. 4. VIRGINIA WESTERN COMMUNITY COLLEGE BOARD The four year term of Stan Lanford expired June 30, 2002. Mr. Lanford has served two consecutive terms and is not eligible for reappointment. ~+~-~ At the June 25, 2002, Board meeting, Supervisor Nickens advised that he and President Sandel are discussing a possible nomination. 5. ROANOKE COUNTY CABLE TELEVISION COMMITTEE Mr. Jim Dickey who is the Member at Large on the Roanoke County Cable Television Committee is very ill, and cannot continue to serve. His three-year term will expire June 30, 2004. Mr. Dickey serves on this committee since he is also the current Member at Large on the Roanoke Valley Regional Cable TV Committee. 6. ROANOKE VALLEY REGIONAL CABLE TV COMMITTEE Mr. Jim Dickey who is the Member at Large member on the Regional Valley Regional Cable TV Committee is very ill, and cannot continue to serve. His three- yearterm will expire June 30, 2004. 7. SOCIAL SERVICE ADVISORY BOARD (Appointed by District) The four-year term of H. Odell Minnix, Board Liaison, will expire August 1, 2002. SUBMITTED BY: ~j~2~.ti.~ - ,~,~.,., Brenda J. olton, CMC Deputy Clerk to the Board APPROVED BY: Elmer C. Hodge County Administrator ACTION VOTE No. Yes Abs Approved () Motion by: Church Denied O Flora Received () McNamara- Referred () Minnix _ _ To () Nickens _ _ _ 2 :.~,. e r AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION 070902-7 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I -CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for July 9, 2002 designated as Item I -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 2, inclusive, as follows: 1. Approval of minutes for the March 12 and June 25, 2002 Board of Supervisors meetings. 2. Confirmation of committee appointments to the Roanoke County Cable Television Committee and Roanoke Valley Regional Cable Television Committee 2. That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor Nickens to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: Brenda J. Ho ton, CMC Deputy Clerk to the Board of Supervisors cc: File .._. ~` t March 12, 2002 129 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 March 12, 2002 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County Administration Center, this being the second Tuesday and the first regularly scheduled meeting of the month of March, 2002. IN RE: CALL TO ORDER Chairman Church called the meeting to order at 3:00 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph B. "Butch" Church, Vice Chairman Joseph McNamara, Supervisors Richard. C. Flora, H. Odell "Fuzzy" Minnix, Harry C. Nickens MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Mary H. Allen, Clerk to the Board; John M. Chambliss, Assistant County Administrator; Dan R. O'Donnell, Assistant County Administrator IN RE: OPENING CEREMONIES The invocation was given by the Reverend Adrian E. Dowell, Shiloh Baptist Church. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF March 12, 2002 RESOLUTION 031202-1 OF APPRECIATION TO ELIZABETH W. STOKES FOR HER SERVICE ON THE ROANOKE COUNTY ELECTORAL BOARD WHEREAS, Elizabeth W. Stokes has served on the Roanoke County Electoral Board from July 31, 1992, until February 28, 2002, and was reappointed three times; and WHEREAS, Ms. Stokes was elected to serve as Chairman, Vice- Chairman and Secretary while on the Electoral Board; and WHEREAS, during her tenure, the number of registered voters in Roanoke County grew from 41,000 to 58,000; and WHEREAS, prior to service on the Electoral Board, Ms. Stokes served the citizens of Roanoke County as the elected Clerk of Circuit Court from 1968 to 1992; and WHEREAS, she continues her volunteer activities on behalf of Roanoke County by serving on the Total Action Against Poverty Board of Directors and the Commission for Senior and Challenged Citizens, and WHEREAS, through her leadership and involvement in volunteer activities in Roanoke County, Ms. Stokes has demonstrated her dedication and commitment to Roanoke County and to the Roanoke Valley. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, on its own behalf and on behalf of all its citizens does hereby extend sincere appreciation to ELIZABETH W. STOKES for her service to Roanoke County as a member of the Electoral Board and for her active participation on other committees, commissions and boards, and FURTHER, the Board wishes Ms. Stokes an active, productive future and expresses its pleasure that she will continue to serve the citizens of Roanoke County through her other volunteer commitments. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None IN RE: NEW BUSINESS 1. Request to .allocate $128,953.22 from the State Compensation Board's Technology Trust Fund to the Circuit Court Clerk's March 12, 2002 133 Mr. Hodge advised that Diana Rosapepe, Director of Libraries, Dan Morris, Finance Director, and Joan Carver from the Bent Mountain community were present and available to speak on this item. He commended Ms. Carver for starting the process which led to the Board adopting a policy and procedure where funds raised by citizens are set aside in a reserve account and are tax exempt. When there are sufficient funds, the County would then move forward with the design of the project. He recommended approval of this project which established an account for the purpose of expanding the Bent Mountain Library. Mr. Morris clarified that the citizen group originally proposed an addition of 700 square feet instead of the 550 square feet as stated in the Board report, and this original project was identified as Phase I but has since been placed on hold. They are requesting approval at this time to go forward with Phase II which is an addition of 150 square feet. Ms. Rosapepe expressed appreciation to the organization for their citizen involvement with the libraries. She wished them every success and stated that she looked forward to working with them at the conclusion of the fund raising efforts to design the library addition. Supervisor McNamara thanked Mr. Hodge, Ms. Rosapepe, Mr. Morris, Mr. Mahoney, and gave special thanks to Joan Carver and the citizens in the Bent Mountain March 12, 2002 fund and authorize the County Attorney to issue a tax exempt letter concerning the project. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 3. Request for $89,262 additional funding for CORTRAN transportation service. (John Chambliss, Assistant County Administrator) A-031202-4 Mr. Chambliss advised that the CORTRAN (County of Roanoke Transportation System} Program offered by the County was started in the mid-1980's to provide transportation assistance to the senior and mentally challenged population. The service is provided by Unified Human Services Transportation System, Inc. (RADAR) who also provides specialized transportation service including the STAR para- transit service for the City of Roanoke and contract transportation for other area human service agencies. CORTRAN riders must be sixty (60) years of age or be physically or mentally challenged as per Americans with Disabilities Act (ADA) requirements. Each passenger is currently charged $3.50 per one-way trip. The contract cost for RADAR is based on $26 per hour whereby they provide the vehicles, drivers, scheduling, insurance, and all operating costs. Ridership on this program has continued to increase March 12, 2002 137 years and should have been considered during the budget process. They should not be funded from the unappropriated fund balance. Mr. Hodge advised that when the budget was adopted last year, staff wanted to evaluate other means of providing the service. He advised that the County is only recovering a small portion of the cost and that increasing the fees was also considered. Staff will include this information as part of the budget process in the coming weeks. Supervisor Nickens suggested that the Board have a work session with more detailed information to look at the CORTRAN situation and invite the members of the Commission for Senior and Challenged Citizens to attend. Supervisor Nickens moved to appropriate $89,262 additional funding from the Unappropriated Fund Balance. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 4. Authorization of an agreement with Sims Automotive, Inc. acc~ting a public drainage easement and approving the encroachment of a building into said easement. (Paul M. Mahoney, County Attorney) A-031202-5 March 12, 2002 139 Mr. Mahoney asked that the Board accept this storm water drainage easement, approve the building encroachment into this easement, subject to the conditions that Sims accept responsibility and liability for future maintenance and that the Board authorizes the County Administrator to execute an agreement incorporating these matters. Mr. Mahoney responded to Supervisor Nickens' inquiries about what would be located in the easement and who would be responsible for the maintenance and advised that a 60" to 72" pipe will be buried under the fot and building. He ..also advised that an agreement will be drafted to place any liability upon Sims. Supervisor Flora advised that he was concerned that the adjoining property could be damaged if the drainage pipe is stopped up and flooding occurs. Supervisor Minnix advised that he feels that any flooding that occurs will remain generally on the property where the project is being built now and that he is satisfied that the flooding will not be a problem. He requested that Mr. Mahoney put language in the agreement that Sims will be responsible for any repairs that have to be done and that they will pay for the installation of the pipe. Supervisor Minnix moved to authorize the execution of the agreement. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None March 12, 2002 141 the staff will meet the legal requirements of advertising the availability of the space and offering it to other public entities, as required by the County Charter. Ms. Green asked that the Board approve the first reading and move forward with the second reading. Supervisor McNamara moved to approve the first reading and set the second reading and public hearing for March 26, 2002. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 2. First reading of an ordinance authorizing lease of real estate fora harking lot at the Roanoke County Courthouse. (Anne Marie Green, General Services Directorl Ms. Green advised that there is a general lack of parking in the downtown business district in Salem. The County has investigated alternatives to leasing private property, but no suitable alternative has been identified. The present lease on the auxiliary Courthouse parking expires April 30, 2002, and the property owner has agreed to consider a new lease. County staff has worked with the owner on the framework of terms and conditions for this proposed new lease. The initial lease term is for five years at a fixed monthly rate, with annual increases of six percent, with the option to renew for one additional five year period. The County would be responsible for any increases in March 12, 2002 143 Supervisor Nickens moved to approve the first reading and set the second reading for March 26, 2002. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None IN RE: SECOND READING OF ORDINANCES 1. Second reading of ordinance amending the Roanoke County Code by the adoption of a new section 2-7, reimbursement of expenses incurred for emergency response to accidents or incidents caused by driving while impaired. (Paul Mahoney, County Attorney) 0-031202-6 Mr. Mahoney advised that this ordinance has had two revisions since the first reading. The first change deals with the fiscal impact in the Board report. At the first reading, the Board requested better data with respect to DUI arrests and those involved in accidents to get a better estimate of the fiscal impact. Mr. Mahoney advised that Chief of Police Lavinder reported that in FY 2000-01 there were 319 DUI arrests in Roanoke County, and that 48 (15%) of these arrests involved accidents. Assuming a criminal conviction and a favorable civil verdict in all cases, the range of judgments is $48,000 ($1,000 in the aggregate for a particular accident or incident) to $4,800 ($100 March 12, 2002 145 In response to Supervisor Nickens, Mr. Mahoney advised that he did not have any data on other jurisdictions who have adopted a similar ordinance based on enabling legislation by the General Assembly. He found 8 to 10 localities had adopted ordinances but he had no information on the effectiveness of them. Tom Hufford 1358 Dennis Lane spoke in opposition to the ordinance since he feels that sufficient penalties are already in place. He also expressed concern about the emergency medical services fee for transport which he feels is really a tax. Supervisor McNamara advised that he sees this legislation as well- intended but will not be supporting it because there are existing criminal penalties and statutes available in the judicial system and this will create more work for County employees for a maximum return of $48;000. He stated that the judicial system is the proper place for the evaluation of the merits of the situation and appropriate punishment. He talked with Skip Burkart, Commonwealth's Attorney who was non- committal and Judge Harris, who did not support this ordinance. He is concerned that government and health care continue to expand at a much faster rate than the private sector. Supervisor Church agreed with Supervisor McNamara that the courts should decide criminal cases. He advised that the intention of this proposal was to attach to an ordinance already approved under the State Code the ability to recover costs expended in responding to for DUI accidents, and next year ask the General March 12, 2002 147 the ordinance be monitored very closely relative to time involvement, discretion and action taken by judges, cost benefit, and be re-evaluated in one year. Supervisor Minnix moved to call for the question which ends the debate. The motion carried by the following recorded vote: AYES: Supervisors Flora, Minnix, Church NAYS: None PRESENT: Supervisor McNamara, Nickens Supervisor Minnix moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Flora, Minnix, Church NAYS: None PRESENT: Supervisors McNamara, Nickens ORDINANCE 031202-6 AMENDING THE ROANOKE COUNTY CODE BY THE ADOPTION OF A NEW SECTION 2-7. REIMBURSEMENT OF EXPENSES INCURRED FOR EMERGENCY RESPONSE TO ACCIDENTS OR INCIDENTS CAUSED BY DRIVING WHILE IMPAIRED WHEREAS, the operation of a motor vehicle, engine, train, or water craft while under the influence of alcohol or drugs often results in accidents or incidents requiring emergency response by Roanoke County law enforcement, fire-fighting, rescue and emergency medical personnel and volunteers; and WHEREAS, the County incurs reasonable expenses in providing an appropriate emergency response to such accidents or incidents; and WHEREAS, Section 15.2-1716 of the Code of Virginia authorizes any locality in this Commonwealth to adopt an ordinance to recover in a separate civil action the reasonable expenses incurred in providing an appropriate emergency response, subject to certain statutory limitations; and March 12, 2002 149 On motion of Supervisor Church to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, Minnix, Church NAYS: None PRESENT: Supervisors McNamara, Nickens IN RE: CONSENT AGENDA R-031202-7; R-031202-7.c; R-031202-7.d; R-0.3.1202-7.e Supervisor Nickens moved to adopt the Consent Resolution after discussion of Item 3. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None RESOLUTION 031202-7 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I -CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for March 12, 2002, designated as Item I -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 7, inclusive, as follows: 1. Approval of Minutes -January 8, 2002 2. Confirmation of Committee appointment to the Blue Ridge Behavioral Healthcare Board of Directors. 3. Release to Novozymes Biologicals Inc. from environmental liability for stormwater runoff. 4. Resolutions of appreciation upon the retirements of: March 12, 2002 1 5 of Roanoke County to LEWIS W. CROSSGROVE for over fourteen years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church. NAYS: None RESOLUTION 031202-7.d EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF MICHAEL S. MCGUIRE, POLICE DEPARTMENT, AFTER TWENTY-FIVE YEARS OF SERVICE WHEREAS, Michael S. McGuire was first employed by Roanoke County on February 1, 1977, as a Sergeant in the Sheriff's Office; and also served as a Criminal Investigator, Uniform Police Officer and Corrections Officer, in the Police Department; and WHEREAS, Lt. McGuire retired from Roanoke County on February 1, 2002, as a Police Lieutenant after twenty-five years of service; and WHEREAS, Lt. McGuire was assigned to the DEA Task Force in the 1980's and worked with the City of Roanoke to establish the Task Force concept that exists today; and WHEREAS, Lt. McGuire has managed the Criminal Investigations Division of the Police Department for the last five years and was instrumental in developing that unit into an efi:lcient, well-managed division; and WHEREAS, Lt. McGuire assisted the Police Department greatly in the construction of the new firing range by doing most of the electrical work and using his construction skills to aid in the timely completion of the range; and WHEREAS, Lt. McGuire, through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to MICHAEL S. MCGUIRE for twenty-five years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church March 12, 2002 153 the elementary and junior high levels who will be attending the new Hidden Valley High School. Barbara Sharrer, 3218 Davis Avenue, President of Cave Spring Recreation Foundation, and Butch Osborne, 5811 Arcturus Drive, spoke in opposition to dividing the Cave Spring Recreation Foundation which has served Southwest County for over forty years. Mr. Hodge advised that he will meet with representatives of both groups, members of the Parks and Recreation Advisory Commission and school staff and bring back a recommendation at the April 9, 2002, Board meeting. IN RE: REPORTS Supervisor Nickens moved to receive and file the following reports. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 1. General Fund Unappropriated Balance 2. Capital Fund Un~propriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve March 12, 2002 155 distributed with the agenda. It was discussed that $200,000 funding will be needed to begin, and Mr. Hodge suggested using capital non-recurring revenue. IN RE: CLOSED MEETING The closed meeting was held from 6:25 p.m. until 6:40 p.m. IN RE: WORK SESSION 1. Work Session to discuss new Federal Ambulance Transport Fee Structure for Medicare (Richard Burch, Fire and Rescue Chief The work session was held from 6:45 p.m. until 6:55 p.m. It was the consensus of the Board that staff will bring back a resolution at the March 26, 2002 meeting which will establish the Medicare fee structure. IN RE: CLOSED MEETING Mr. Mahoney advised that when he added an item to the Closed Session at the beginning of the meeting, he failed to ask the Board to delete the discussion on the Regional Sewage Treatment Plant Contract. This will be brought to the Board in April. March 12, 2002 157 NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Church to adopt the Certification Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None IN RE: REQUESTS FOR FUNDING TO BE INCLUDED IN THE FISCAL YEAR 2002-2003 BUDGET 1. Fire & Rescue Volunteer Chiefs Board Chief Burch introduced Chief Joe Coyle, Chairman of the Volunteer Rescue Chiefs Board, and Chief Woodie Henderson, Chairman of the Volunteer Fire Chiefs' Board. Chief Burch thanked the volunteers and staff for their assistance in the successful implementation of the fee for emergency medical services transport. Chief Coyle asked that the Board fund the Fire & Rescue budget as presented by Chief Burch. He asked that there be no decrease in funding of the Fire and Rescue Budget. Chief Henderson thanked the volunteer fire departments and career staff who were involved with the recent mountain fire this past weekend for their help and support. He asked that if there are any additional funds, that these funds be spent on the March 12, 2002 159 Appointed Special Advocate, requested $6,000; {14) John Pendarvis, Family Service of Roanoke Valley, requested $5,000; (15) Roger D. Matthews, Goodwill Industries of the Valley; requested $ 17,000; (16) Nancy Chapin, Literacy Volunteers of America - Roanoke Valley, requested $3,000; (17) Susan Williams, LOA Area Agency on Aging, requested $26,490; (18) Diane Kelly, Mental Health Association of Roanoke Valley, requested $1,000; (19} Kirk A. Ballin, National Conference for Community & Justice, requested $1,500; (20) Kathy Stockburger, Presbyterian Community Center, Inc., requested $5,000; (21) Jenny Lee, Prevent Child Abuse, Roanoke Valley, requested $3,850; (22) Donna Norvelle and Darren Guthrie, Roanoke Valley Interfaith Hospitality Network, requested $8,337; {23) Michael Chandler, Salem-Roanoke County Food Pantry, requested $10,000; (24) Kathy Ryder, Roanoke Area Ministries, requested $2,500; (25) David Murray, Smith Mountain Lake 4-H Center, requested $14,393; (26) Pamela Irvine, Southwestern Virginia Second Harvest, requested $10,000; (27) Ellen L. Brown, Total Action Against Poverty - General Fund, .requested $38,500 and Transitional Living Center, requested $22,000; (28) Colleen Carrell, TRUST, requested $8,000. IN RE: PUBLIC HEARINGS 1. Public Hearing to elicit citizen comment for items to be included in the budget for the 2002-2003 fiscal year. March 12, 2002 161 2. Public Hearing on the "effective tax rate increase" as a result of increased assessed value of real estate. There were no citizens present to speak. 3. Public Hearing to elicit citizen comment to set the following tax rates in Roanoke County. a. To set a real estate tax rate of not more than $1.12 per $100 assessed valuation. b. To set a personal property tax rate of not more than $3.50 per $100 assessed valuation. c. To set a machinery and tools tax rate of not more than $3.00 per $100 assessed valuation. There were no citizens to speak on any of these items. IN RE: ADJOURNMENT At 9;02 p.m., Chairman Church adjourned the meeting to Wednesday, March 13, 2002 at 7:00 p.m. at the School Board Administration Office for the purpose of a joint presentation with the School Board from the Blue Ribbon Commission. "! June 25, 2002 1 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 June 25, 2002 The Board of Supervisors of Roanoke County, Virginia met this day at the Roanoke County Administration Center, this being the fourth Tuesday and the second regularly scheduled meeting of the month of June, 2002. IN RE: CALL TO ORDER Chairman Church called the meeting to order at 3:00 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph B. "Butch" Church, Vice Chairman Joseph McNamara, Supervisors Richard C. Flora, H. Odell "Fuzzy" Minnix, Harry C. Nickens MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Diane S. Childers, Clerk to the Board; John M. Chambliss, Assistant County Administrator; Dan R. O'Donnell, Assistant County Administrator IN RE: OPENING CEREMONIES The invocation was given by the Reverend Quigg Lawrence, Church of the Holy Spirit, Roanoke, Virginia. The Pledge of Allegiance was recited by all present. June 25, 2002 3 will again be operational. There have been isolated problems with County community wells showing stress, and these are being monitored. The County does have a contingency plan similar to Roanoke City's, but it does not need to be implemented at this time. Mr. Hodge stated that the County exchanges and sells water to Roanoke City. In 1999, the contract with the City was renegotiated to the benefit of both localities, thus moving one step closer to a regional water supply. The County exchanges 1 MGD with the City. The 4 MGD that the County sells the City is in addition to this amount. Mr. Hodge indicated that there had been discussions in recent weeks concerning a partnership agreement with Roanoke City for regional water. Mr. Robertson reported that Spring Hollow Reservoir was at full pond the week before Memorial Day. There remains a sufficient supply to provide water through the end of the calendar year, even with supplying water to the City. There are two groundwater systems where the wells are stressed, and these wells are more affected by drought conditions. County staff is keeping a constant watch on these situations. He stated that in 1999 staff drafted a conservation plan. Prior to implementation, this plan would need to be formally adopted by the Board. Mr. Robertson indicated that the County has been providing water to Roanoke City since last week. In response to questions from the Board members, Mr. Robertson stated that the volume of Spring Hollow at full pond is 3.2 billion gallons. He indicated that there is sufficient water to supply Roanoke County alone through April 2003 if we get no June 25, 2002rJ and also stated that a meaningful, long-range agreement between Roanoke City and Roanoke County is needed. He emphasized that Roanoke County is ready, willing and able to work toward an agreement that is beneficial to both localities. Mr. Hodge stated that this is something that can be done, and the County stands ready to work towards this goal. Supervisor McNamara stated his support of the ongoing study being conducted by the Roanoke Valley-Alleghany Regional Commission. Mr. Robertson indicated that he has met with his counterpart at Roanoke City, and a draft proposal is being written for approval by both governing bodies. 2. Closeout report on the Starlight Lane tire fire. Dan O'Donnell, Assistant County Administrator) Mr. O'Donnell stated that he is pleased to report that on-site work is completed, and the Environmental Protection Agency (EPA) will be completing the removal of trailers from Merriman Soccer Field this week. The EPA and the Virginia Department of Environmental Quality (DEQ) removed 10,097 tons of tires, tire remnants and solid waste from the Keeling property. The tires were taken to a disposal facility in North Carolina and the other solid waste was taken to Amelia County, Virginia for landfill disposal. The only remaining issue is the replacement of a low water bridge in Back Creek. The EPA will be replacing this bridge during the summer. June 25, 2002 7 Supervisor Nickens moved to approve the first readings and set the second readings and public hearings for July 23, 2002. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 1. First reading of ordinance to rezone a op rtion of two ap rcels consisting of approximately 4 acres from C-2C, General Commercial District with conditions to C-2C, General Commercial District with amended conditions to construct a hotel located on North Electric Road, Catawba Magisterial District, upon the ete ition of O. M. Enterprises, LLC. CONTINUED BY THE PETITIONER FROM THE JUNE 4 2002 PLANNING COMMISSION PUBLIC HEARING 2. First reading of ordinance to obtain a Special Use Permit to operate a religious assembly facili on 3.48 acres zoned C-2, General Commercial District, located at 2067A Electric Road, Windsor Hills Magisterial District, won the etp ition of Calva Chapel of Roanoke. 3. First reading of ordinance to amend conditions on a Special Use Permit to operate a construction yard on 2.62 acres zoned AV, Agricultural Village District, located at 7210 Franklin Road, Cave Siring Magisterial District, upon the etp ition of McNeil Asphalt. 4. First readin of ordinance to obtain a Special Use Permit to operate a commercial kennel on 18.16 acres, zoned AR, Agricultural Residential District, located at 8232 Enon Drive, NW, Hollins Magisterial District, upon the etp ition of St. Francis of Assisi Service Dog Foundation. 5. First reading of ordinance to obtain a Special Use Permit to operate surplus sales on 1.47 acres zoned I.2, Industrial District, located at 3716 Garman Road, Catawba Magisterial District, upon the etp ition of William E. Lee. June 25, 2002 Mr. Robertson stated staff is recommending: 9 1. The transfer of $84,750 from the Sewer Fund Unappropriated Balance to an account entitled Huntridge Off-Site Sanitary Sewer Extension project. 2. Fifty percent (50%) of the sewer off-site facility fees for the 47 lots of Huntridge Grove (totaling $35,250) be approved for use in the construction of this project. 3. The $45,000 cash contribution by Fralin and Waldron be accepted and transferred to the account entitled Huntridge Off-Site Sanitary Sewer Extension project. 4. Acquisition be approved for easements across tax parcels: 40.17-4-14 40.13-1-1 40.13-1-1.1 40.13-1-1.2 40.13-1-4 40.13-1-6 40.13-1-7 40.13-1-8 40.13-1-9 40.13-1-13. Supervisor Flora moved to approve the first reading and set the second reading and public hearing for July 9, 2002. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 2. First readin of ordinance approving acquisition of an easement for sanita sewer extension at Mount Pleasant Fire Station, Vinton Magisterial District. Gary Robertson, Utility Director) Mr. Robertson reported that the Mount Pleasant Fire Station is currently using a septic system and groundwater well, and it is proposed that the station be hooked up to County water and sewer during the upgrade scheduled for this year. June 25, 2002 11 Trust building. They were administering one of the programs on behalf of the County for the Comprehensive Services Act. That program, effective July 1, is now under the administration of the Roanoke County Department of Social Services. Approval of this ordinance would allow the acceptance of the lease assignment from Blue Ridge Behavioral Health Care to the Roanoke County Department of Social Services. Approximately one year ago, the County purchased the Salem Bank & Trust building and the leases then in effect were used as a pledge to the revenues for repayment. Therefore, no new monies are required for appropriation. Supervisor Minnix moved to approve the second reading of the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None ORDINANCE 062502-1 AUTHORIZING AND APPROVING ASSIGNMENT AND ACCEPTANCE OF ASSIGNMENT OF A LEASE AGREEMENT BETWEEN EAST MAIN STREET PROPERTIES, L.L.C., AND BLUE RIDGE COMMUNITY SERVICES FOR 381 SQUARE FEET (SUITE 207) OF OFFICE SPACE IN THE SALEM BANK & TRUST BUILDING AT 220 EAST MAIN STREET IN SALEM WHEREAS, by Lease Agreement dated November 1, 1997, between East Main Street Properties, L.L.C., as Landlord, and Blue Ridge Community Services, as Tenant, the Tenant leased from the Landlord 381 square feet of office space (Suite 207) in the Salem Bank & Trust Building in Salem, Virginia, for the purpose of providing contractual services for the Roanoke County Department of Social Services, specifically including administration of the Comprehensive Services Act program (FAPT/CPMT); and, WHEREAS, the initial term of said lease was for a period of one (1) year, commencing on November 1, 1998, and ending on October 31, 1999, at an annual rental of $3,429.00 payable in twelve (12) monthly installments of $285.75 each, June 25, 2002 13 accomplish this transaction, all of which shall be approved as to form by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Minnix to adopt the ordinance, and carried by the following recorded vote: AYES:Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None IN RE: APPOINTMENTS 1. Virginia Western Community College Board Supervisor Nickens stated that he had spoken with President Sandel, and reported that they continue to discuss a possible nomination. IN RE: CONSENT AGENDA R-062502-2; R-062502-2.b; R-062502-2.c; R-062502-2.d; Supervisor Nickens moved to adopt the Consent Resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None RESOLUTION 062502-2 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM J -CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for June 25, 2002 designated as Item J -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 8, inclusive, as follows: 1. Confirmation of committee appointments to: (a) Board of Zoning Appeals (b) Court-Community Corrections Alcohol Safety Action Program (ASAP) Policy .June 25, 2002 15 WHEREAS, significant contributions were made by Mr. Bussey to the renovation of Camp Roanoke, thus enabling the Recreation Division to reopen the youth residential camp; and WHEREAS, Mr. Bussey worked as a master carpenter and crew leader on park improvement projects constructing park shelters, playgrounds, bridges, retaining walls and new athletic facilities; and WHEREAS, Mr. Bussey was an extremely dependable employee who was always ready to respond to emergency and snow removal operations; and WHEREAS, Mr. Bussey was a highly motivated employee who, through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to ROBERT LYNN BUSSEY for more than five years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickeris, Church NAYS: None RESOLUTION 062502-2.c ESTABLISHING SALARIES FOR THE COUNTY ADMINISTRATOR AND THE COUNTY ATTORNEY WHEREAS, the Board of Supervisors of Roanoke County, Virginia, hereby establishes the salaries for the County Administrator and the County Attorney for Fiscal Year 2002-2003. BE IT RESOLVED, by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the annual salary for the County Administrator shall be increased from $123,893.60 to $126,990.04. 2. That the annual salary for the County Attorney shall be increased from $105,491.36 to $108,128.65. 3. That the effective date for the establishment of these salaries shall be July 1, 2002. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES:Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None RESOLUTION 062502-2.d RATIFYING AND CONFIRMING THE June 25, 2002 17 4. Future School Capital Reserve 5. Accounts Paid =Mav 2002 6. Statement of Expenditures and Estimated and Actual Revenues for the month ended Mav 31' 2002 7. Proclamations signed ~ the Chairman 8. Report from VDOT of changes to the Secondary Road System in May 2002 IN RE: CLOSED MEETING At 3:55 p.m., Supervisor Church moved to go into Closed Meeting following the work sessions, pursuant to Code of Virginia 2.2-3711 A (3) discussion or consideration of the disposition of publicly held property, namely a portion of the Brambleton Center. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None IN RE: WORK SESSIONS (4T" FLOOR CONFERENCE ROOM) 1. Work Session on Sewer Rates jGary Robertson, Utility Director The work session was presented by Gary Robertson, Utility Director; Diane Hyatt, Chief Financial Officer; Danial Morris, Finance Director; and Rosemary Trussell, Finance Manager, and was held from 4:05 p.m. until 4:58 p.m. Mr. Robertson stated that Roanoke County has not experienced a sewer June 25, 2002 19 addition, a $500 charge per equivalent residential connection for development that requires the installation of County maintained sewage pump stations would be implemented. Following discussion, it was the consensus of the Board that staff should proceed with securing $7 million in revenue bonds from the Virginia Revolving Loan Fund to fund the necessary improvements to the wastewater plant. 2. Work Session on Business Professional Operators License BPOL Tax Brent Robertson, Budget Director The work session was presented by Brent Robertson, Budget Director, and held from 4:58 p.m. to 5:25 p.m. Mr. Robertson stated that the purpose of the work session was to get a conceptual view of how changes to the Business Professional Operators License (BPOL) tax would affect revenues. At the present time, the County is at the State maximum in all revenue categories. Discussion followed concerning the exemption of BPOL tax on the first $100,000 in gross receipts for businesses. Mr. Robertson reported that this would result in a projected revenue loss of $402,700 annually. It was the consensus of the Board to table further discussion of changes to the BPOL rate until the General Assembly makes a decision regarding proposed changes in the tax structure. IN RE: CLOSED MEETING The closed meeting was held from 5:55 p.m. until 6:15 p.m. June 25, 2002 21 IN RE: PUBLIC HEARINGS AND SECOND READING OF ORDINANCES 1. Second readin of ordinance to rezone 11.44 acres from I-2, Industrial District to R-1, Low Densit Residential District to construct a sin le family home located on Poor Mountain Road, Catawba Magisterial District, upon the etition of William and Tonia Goodrich. Janet Scheid, Chief Planner 0-062502-4 Ms. Scheid reported that the petitioners are requesting rezoning of 11.44 acres of a 19.50 acre tract of land. The property adjoins R. R. Donnelley to the west and was originally zoned I-2 Industrial to accommodate the idea that R. R. Donnelley may purchase this property in the future for expansion purposes. R. R. Donnelley has been contacted and they have no plans to purchase the property and no objections to the proposed rezoning. The property contains a ridgeline that is included in the 11.44 acres that are requested for rezoning. The eastern portion of the property is more gently rolling and could be ideal for an industrial use if access can be established, and the Goodrich's are retaining the industrial zoning on the remaining 8 acres. The Goodrich's have purchased two pieces of property: a 1.24 acre lot in Chimney Hills Subdivision and a second 19.50 acre piece of property to the rear which is zoned industrial. They would like to place their home on the property lines to take advantage of the slope and views of the properly, and therefore are requesting rezoning to R-1 to comply with the Roanoke County Zoning Ordinance. Staff has no objections to the rezoning, with the condition that only one dwelling be placed on the property. Petitioner June 25, 2002 23 bounds of the zoning line. 4. That said real estate is more fully described as follows: BEGINNING at a large chestnut oak on the northern right-of-way line of Bydawyle Road, this point is located N. 69 deg. 43' 04" W. 167.00 feet from a small maple, thence N. 13 deg. 45' 07" E. 1196.12 feet to an iron pin found, thence N. 69 deg. 55' 23" E. 894.47 feet to an iron pin found on the westerly right-of-way line of the Norfolk and Southern Railroad, thence with said right-of-way lines S. 10 deg. 22' 31" E. 731.02 feet to an iron pin set, thence S. 80 deg. 13' 29" W. 539.98 feet to an iron pin found, thence S. 29 deg. 07' 29" W. 277.80 feet to an iron pin found, thence S. 54 deg. 47' 29" W. 720.59 feet to the Place of Beginning. 5. That this ordinance shall be in full force and effect thirty (30) days after its final passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. On motion of Supervisor Church to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 2. Second reading of ordinance to rezone .490 acres from C-1 Office District with conditions to C-1 Office District with amended conditions to construct a e_g neral office building located on the west end of Colonial Avenue, Cave S rin Magisterial District, upon the etition of Christopher A. Desimone, et al. Janet Scheid, Chief Planner 0-062502-5 Ms. Scheid reported that the petitioner is seeking to change a condition from a 1995 rezoning that proffered a concept plan showing a two story, slightly less than 2,000 square foot office building. Mr. Desimone would like to build a 4,000 square foot office building on this site. He is proffering the concept of retaining the residential June 25, 2002 25 Supervisor Minnix moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None ORDINANCE 062502-5 TO CHANGE THE ZONING CLASSIFICATION OF A .490-ACRE TRACT OF REAL ESTATE LOCATED ON THE WEST END OF COLONIAL AVENUE (TAX MAP NO. 86.08-1-1) IN THE CAVE SPRING MAGISTERIAL DISTRICT FROM THE ZONING CLASSIFICATION OF C-1C TO THE ZONING CLASSIFICATION OF C- 1C WITH AMENDED CONDITIONS UPON THE APPLICATION OF CHRISTOPHER A. DESIMONE, ET AL. WHEREAS, the first reading of this ordinance was held on May 28, 2002, and the second reading and public hearing were held June 25, 2002; and, WHEREAS, the Roanoke County Planning Commission held a public hearing on this matter on June 4, 2002; and WHEREAS, legal notice and advertisement has been provided as required by law. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the zoning classification of a certain tract of real estate containing .490 acres, as described herein, and located at the west end of Colonial Avenue (Tax Map Number 86.08-1-1) in the Cave Spring Magisterial District, is hereby changed from the zoning classification of C-1, Office District with conditions, to the zoning classification of C-1, Office District with amended conditions. 2. That this action is taken upon the application of Christopher A. Desimone, et als. 3. That the owner of the property has requested the removal of proffered conditions as set out below and has voluntarily proffered in writing the following amended conditions which the Board of Supervisors of Roanoke County, Virginia, hereby accepts: June 25, 2002 27 BEGINNING at a point located on the northern right-of-way of Colonial Avenue, said point also being the southeast corner of property of State Street Bank and Trust (DB 1520, page 310); thence leaving Colonial Avenue and with State Street Bank and Trust, N. 00 deg. 23' 46" W. 233.38 feet to a point, said point located on the southern boundary of Nelson A. and Mary S. Craighead (DB 1316, page 1955); thence leaving State Street Bank and Trust and with Craighead for 2 courses: S. 83 deg. 03' 46" E. 103.00 feet to a point; thence S. 04 deg. 54' 14" W. 233.80 feet to a point located on the northerly right-of-way of Colonial Avenue; thence leaving Craighead and with Colonial Avenue, N. 81 deg. 32' 00" W. 81.53 feet to the point of Beginning, and containing 0.490 acres. 5. That this ordinance shall be in full force and effect thirty (30) days after its final passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. On motion of Supervisor Minnix to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 3. Second readin of ordinance vacating a 15 foot drainage easement and a 12 foot public utility easement on Lot 2 Block 12" Plat of Section No. 3 Beverly Heights North, owned ~ Michael L. Hewitt and Brittan R. Troutt, located in the Catawba Magisterial District. Arnold Covey, Director of Community Development) 0-062502-6 Mr. Covey stated that the first reading of this ordinance was held on June 11, 2002 and there have been no changes since that time. Approval of the ordinance is requested at this time. There were no citizens present to speak on this item. June 25, 2002 29 of Roanoke, be, and hereby is, vacated pursuant to Section 15.2-2272 of the Code of Virginia (1950, as amended), subject to the conditions specified in this ordinance. 2. That all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of the Petitioners, Michael L. Hewitt and Brittan R. Troutt. 3. That the County Administrator or any Assistant County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish the provisions of this ordinance, all of which shall be on form approved by the County Attorney. 4. That this ordinance shall be effective on and from the date of its adoption, and a certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in accordance with Section 15.2-2272.2 of the Code of Virginia (1950, as amended). On motion of Supervisor Church to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 4. Second readin of ordinance vacating and closin an unimproved and unused op rtion of right-of-way known as Southern Pines Drive, Section 5 Southern Pines Subdivision, formerly Woodland Drive, located in the Cave Sprin,~ Magisterial District. Arnold Covey, Director of Community Development) 0-062502-7 Mr. Covey stated that the first reading of this ordinance was held on June 11, 2002 and there have been no changes. Approval of the ordinance is requested at this time subject to the specified conditions. There were no citizens present to speak on this item. Supervisor Minnix moved to adopt the ordinance. The motion carried by the following recorded vote: June 25, 2002 31 WHEREAS, Section 15.2-2272.2 of the Code of Virginia (1950, as amended) requires that such action be accomplished by the adoption of an ordinance by the governing body; and, WHEREAS, notice has been given as required by Section 15.2-2204 of the Code of Virginia (1950, as amended), and the first reading of this ordinance was held on June 11, 2002; the public hearing and second reading of this ordinance was held on June 25, 2002. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That an unimproved, unused right-of-way, situate in the Cave Spring Magisterial District and known as a portion of Southern Pines Drive, formerly Woodland Drive, measuring 50' in width and extending approximately 440' north from South Mountain Drive (Route 875), being shown and created as a portion of "Woodland Drive" on the 'Map of Southern Pines' recorded in the aforesaid Clerk's Office in Plat Book 2, page 138, and being shown generally upon the re-subdivision plats of record in said Clerk's Office in Plat Book 18, Page 46, and Plat Book 21, Page 144, and being further shown and designated as "PORTION OF SOUTHERN PINES DRIVE TO BE VACATED" on Exhibit A attached hereto and incorporated herein, be, and hereby is, vacated and closed to the extent that any public or County interest may exist, pursuant to Section 15.2-2272 of the Code of Virginia (1950, as amended), subject to the following conditions: a. That a perpetual water and sewer easement, drainage easement, public utility easement, and public access trail and greenway easement, fifty feet (50') in width, and extending north from South Mountain Drive (Route 875) approximately 440' between the above-described parcels designated on the Roanoke County Land Records as Tax Map No. 87.19-2-11 and Tax Map Nos. 87.19-1-4 and 87.19-1-3, to construct, install, improve, operate, inspect, use, maintain, remove, monitor, repair or replace present or future public access trail(s)and/or greenways, and water, sewer, drainage and/or public utility lines, pipes, courses, ditches, facilities, systems and other necessary or related structures, appurtenances and improvements, together with the right of ingress and egress thereto from a public road, is hereby reserved and retained. The location of said easements is shown and designated as "PORTION OF SOUTHERN PINES DRIVE TO BE VACATED" on the `Plan Showing Portion of Southern Pines Drive To Be Vacated By Roanoke County Board of Supervisors' dated April 2, 2002, attached hereto as Exhibit A and made a part hereof. b. That fee simple title to the subject portion of Southern Pines Drive, formerly Woodland Drive, shall vest as provided by law, subject to the above-described easements reserved in subparagraph a. above and subject to the condition that the vacated area of land shall be added to June 25, 2002 33 Supervisor McNamara moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None ORDINANCE 062502-8 VACATING AND CLOSING AS PUBLIC RIGHT- OF-WAY A PORTION OF CUL-DE-SAC FOR FAIRWAY ESTATES DRIVE ADJACENT TO LOT 7, BLOCK 2, SECTION 1, IN FAIRWAY FOREST ESTATES SUBDIVISION (TAX MAP NO. 66.04-1-8.7) RECORDED IN PLAT BOOK 10, PAGE 41, AND VACATING A 15' PUBLIC UTILITY EASEMENT ACROSS SAID PROPERTY, LOCATED IN THE WINDSOR HILLS MAGISTERIAL DISTRICT WHEREAS, by subdivision plat entitled "Plat Showing Section No. 1, FAIRWAY FOREST ESTATES", dated January 12, 1987, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 10, Page 41, Fairway Estates Drive was dedicated as public right-of-way; and, WHEREAS, by said plat afifteen-foot (15') public utility easement adjacent to the cul-de-sac of Fairway Estates Drive was dedicated upon and across Lot 7, Block 2, Section 1, of Fairway Forest Estates (Tax Map No. 66.04-1-8.7), said easement being designated on said plat as "15' P.U.E."; and, WHEREAS, Petitioner Boone, Boone and Loeb, Inc., is the developer of Fairway Forest Villas (Plat Book 22, page 71), which is a subdivision along Fairway Estates Drive as extended from Fairway Forest Estates subdivision; and, WHEREAS, the Petitioner has requested that, pursuant to Section15.2-2272.2 of the Code of Virginia (1950, as amended), the former cul-de-sac portion of Fairway Estates Drive, consisting of 4,596 square feet, adjacent to Lot 7, Block 2, Section 1, Fairway Forest Estates (Plat Book 10, page 41), and the 15' public utility easement adjacent to the cul-de-sac across said lot, be vacated; and, WHEREAS, the owners of the adjacent lot, WAYNE E. FLIPPEN and CHRISTINA B. FLIPPEN, concur in this request; and, WHEREAS, this vacation is required in connection with acceptance of the extension of Fairway Estates Drive into the state secondary road system and the extended road will serve all of the same properties as the portion to be vacated; and, June 25, 2002 35 inspect, use, maintain, remove, monitor, repair or replace present or future water lines, pipes, facilities, systems and other necessary or related structures, appurtenances and improvements, together with the right of ingress and egress thereto from a public road. c. That, subject to reservation of the above-described easements, fee simple title to the vacated right-of-way shall vest in the owners of the abutting property, Wayne E. Flippen and Christina B. Flippen, as provided in Section 15.2-2274 of the Code of Virginia (1950, as amended), and be added and combined with said abutting property in compliance with the Roanoke County Subdivision and Zoning Ordinances, and other applicable laws and regulations. d. That all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of Boone, Boone and Loeb, Inc. 2. That, as a condition to the adoption of this ordinance, the portion of Fairway Estates Drive to be vacated hereby shall also be abandoned as part of the secondary system of state highways, and the alternative extended section of Fairway Estates Drive shall be accepted into the secondary system of state highways, by separate procedure and action in accordance with Section 33.1- 155 of the Code of Virginia (1950, as amended). 3. That the County Administrator, an Assistant County Administrator, or any County Subdivision Agent is hereby authorized to execute such documents and take such actions as may be necessary to accomplish the provisions of this ordinance, all of which shall be on form approved by the County Attorney. 4. That this ordinance shall be effective on and from the date of its adoption, and a certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in accordance with Section 15.2-2272.2 of the Code of Virginia (1950, as amended). On motion of Supervisor McNamara to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None IN RE: CITIZEN COMMENTS AND COMMUNICATIONS Alise Culbertson, 6109 Gaugin Circle, spoke concerning planning, communication and funding for schools. She stated that when new housing June 25, 2002 37 Commission, had indicated that Smart Road funding would come off the top of Salem District funding. He stated that if this is the case, the County needs to express concern and ask the other political subdivisions in the Salem district to do the same. (2) He indicated that with regard to fire safety, hydrants are color coded according to the level of water flow. He stated that a public service presentation regarding the color-coding would be helpful. (3) He reported that in the Bonsack area no hydrant system is in place. He inquired about the possibility of getting a system in that area. (4) Based on an inquiry from a citizen concerning the number of different localities who provided services to his home, Supervisor Nickens questioned whether there were any E-911 dollars going to other political subdivisions inappropriately. (5) He requested a report on the vehicle fleet in General Services with information pertaining to age of vehicles, mileage, and maintenance costs. Supervisor Flora: (1) He expressed his appreciation to the Police Department for the excellent job they did in handling the Glenvar High School break-in. Supervisor McNamara: (1) He asked staff to monitor the expense reports of an individual who is under contract to Roanoke County and was recently cited in a newspaper article relating to improper use of expense account funds. J A-070902-7.a ACTION NO ..-- ~ ITEM NUMBER ....~•" AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Confirmation of Committee Appointments to the Roanoke County Cable Television Committee and Roanoke Valley Regional Cable TV Committee COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION 1. ROANOKE COUNTY CABLE TELEVISION COMMITTEE County Administrator Elmer Hodge recommends the appointment of Dan R. O'Donnell, Assistant County Administrator, to replace Kathi Scearce, Information Technology Project Manager. This appointment has no term limit and the member serves as the designee of the County Administrator. 2. ROANOKE VALLEY REGIONAL CABLE TV COMMITTEE County Administrator Elmer Hodge recommends the appointment of Dan R. O'Donnell, Assistant County Administrator, to replace Kathi Scearce, Information Technology Project Manager. This appointment has no term limit and the member serves as the designee of the County Administrator. STAFF RECOMMENDATION: It is recommended that the above appointments be confirmed. Submitted by: ~G~~%t~-~ ~~~~x~"'" Brenda J. Holton, CMC Deputy Clerk to the Board Approved by, ~.~~~ Elmer C. Hodge County Administrator i r ..•~ ~~ -------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: Harms C Nickens to approve Church - x Flora - x McNamara- x Minnix - x Nickens - x cc: File Roanoke County Cable Television Committee File Roanoke Valley Regional Cable TV Committee File 2 m-~ GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA of General Amount Fund Revenues Unaudited Balance at June 30, 2002 $9,070,656 6.93% July 1, 2002 Explore Park Loan Repayment Unaudited balance at July 9, 2002 Changes below this line are for information and planning purposes only. Balance from above $25,000 $9,095,656 $9,095,656 6.95 $9,095,656 6.95 Note: On December 18, 1990, the Board of Supervisors adopted a goal statement to maintain the General Fund Unappropriated Balance at 6.25% of General Fund Revenues 2002 - 2003 General Fund Revenues $130,889,561 6.25% of General Fund Revenues $8,180,598 Respectfully Submitted, Danial Morris Director of Finance Approved By, ~.~".~. Elmer C. Ho ge County Administrator ~--a CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Unaudited balance at June 30, 2002 $1,380,050.57 Transfer from Dept. Savings 2001-02 (to be determined) Unaudited balance at July 9, 2002 $1 Respectfully Submitted, Approved By, ~~ Danial Morris Elmer C. H ge Director of Finance County Administrator 1'~ RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA From 2002-2003 Original Budget Balance at July 9, 2002 Respectfully Submitted, Danial Morris Director of Finance Approved By, ~/I~. Elmer C.. H~~ g County Administrator Amount $100,000.00, $ l 00,000.001 m-~ FUTURE SCHOOL CAPITAL RESERVE COUNTY OF ROANOKE, VIRGINIA Savings from 1996-1997 debt budget Transfer from County Capital Projects Fund FY1997-1998 Original budget appropriation June 23, 1998 Savings from 1997-1998 debt fund FY1998-1999 Original budget appropriation FY1999-2000 Original budget appropriation 2,000,000 Less increase in debt service (1,219,855) Nov 9, 1999 Savings from 1998-1999 debt fund FY2000-2001 Original budget appropriation Less increase in debt service FY 2001-2002 Original budget appropriation Less increase in debt service FY 2002-2003 Original budget appropriation Less increase in debt service Unaudited Balance at July 9,2002 $670,000.00 1,113,043.00 2,000,000.00 321,772.00 2,000,000.00 780,145.00 495,363.00 2,000,000 (1,801,579) 198,421.00 2,000,000 (465,400) 1,534,600.00 2,000,000 (2,592,125) (592,125.00) $8,521,219.00 FY2000-2001 Original budget appropriation $1,500,000.00 my 11, 2000 SW Co Regional Stormwater (290,000.00) FY2001-2002 Original budget appropriation 1,500,000.00 my 1, 2001 School Budgeted Start-Up Costs HVHS/Glenvar Middle (1,858,135.00) my 1, 2002 One-Time Transfer to Operating Budget (566,818.00) Unaudited Balance at July 9, 2002 285,047.00 * Of this amount $197,280 is currently being used for the lease purchase of refuse vehicles and will be repaid within one year. Budgets for Future School Opera have been transferred to the School Respectfully Submitted, Danial Morris Director of Finance Approved By, (~/I7cG~ ~`t~ Elmer C. H dge County Administrator (n-5 Lee B. Eddy 2211 Pommel Drive Roanoke, Virginia 24018 Tel/Fax: 540/774-2930 To: Roanoke County Board of Supervisors Date: 6/26/02 Subject: June Meeting, Clean Valley Council In accordance with your request I am pleased to submit a brief summary of the actions taken at a regular meeting of the Clean Valley Council Board of Directors held 6/25/02 at the meeting room of the Roanoke Valley Resource Authority. * Executive Director Ann Masters reported that expected annual revenues and expenses for FY2001/2002, ending June 30, will be balanced at approximately $94,000. * Board members whose 2-year terms expire in June were re- elected except for Dr. Julianne Hollingsworth who asked not to be re-elected. New Board members elected were Richard Maxwell, a lawyer with Woods Rogers and Hazelgrove, and Bob Bengston, Roanoke City Director of Public Works. The total number of board members is 19. The bylaws allow up to 21. * The current officers were re-elected for additional 1-year terms. They are Laura Wasko, president, Owen Grogan, vice president, and Jim Henderson, Secretary/Treasurer. * The Board approved a balanced budget for FY2002/2003, with revenues and expenditures equal to $119,406. The Board and staff plan to make up for a reduction in funds from the State Department of Environmental Quality and other sources by a more aggressive campaign for private grants and donations. * The Board approved a comprehensive revision of its bylaws to better reflect current conditions and practices. * The Board heard staff announce the following dates for future events involving Clean Valley Council: Annual Waterway Cleanup Day 10/5/02 Earth Summit for High School Students 11/7/02 Clean Valley Day 4/5/03 Please let me know of any questions. ~~ ACTION NO. ITEM NUMBER _~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Response to Board Inquiries COUNTY ADMINISTRATOR'S COMMENTS: We are happy to provide answers to your questions at any time. If you would like to give us your questions in advance of the meeting, we could provide most of the answers at the meeting. This would have the advantage of allowing the same citizens who hear the question, while watching the board meeting on Television, to also hear the answer to the question. SUMMARY OF INFORMATION: Several questions were raised at the June 25, 2002 Board meeting. Some of these questions are answered in separate board items included in this meeting. Following are responses to the other inquiries. Is the public sufficiently aware of the color coding system for the water hydrants in the County? The color-coding of the fire hydrants in the County indicates the gallons per minute that can be obtained from the hydrant. As was mentioned at the last meeting, the color-coding system is explained on the County Internet page. A copy of this information is attached to this report as Attachment A. The County uses the National Fire Protection Agency (NFPA) color-coding system. The County paid and volunteer firefighters are trained and familiar with this system. The colors mean the following: Light Blue 1,500 Gallons per minute (GPM) and more Green 1,000 to 1,499 GPM Yellow or Orange 500 to 999 GPM Red 499 and less GPM (h-d. The water flow will naturally differ from hydrant to hydrant because of several factors, such as age of the pipes, elevation, line size, if we purchased the system or the County constructed the lines, etc. The hydrants are tested and painted on an annual basis. The County does not have any hydrants that are not connected to the water supply. Can we install hydrants on the south side of Rte 460 in the Bonsack area? County water is not available on the south side of Rte 460. The County water line runs on the north side of 460. We could install a hydrant on the south side by running a pipe under Rte 460 for approximately $25,000. This would normally not come out of the water fund, since it would be using funds provided by the water users to provide a service to non-water users. If the citizens want to run a water line on the south side, they could petition the County under the Public Works Participation program. Under this program, the citizens pay half of the cost of the project. Do we collect all the 911 taxes that should be remitted to the County? The County staff has had the phone company verify the County addresses against their database. We are confident that there are no large areas missing from our collections. There is an occasional house that may be miscoded. If anyone should notice their billing is wrong, they should contact the County or the phone company to get it changed. The dispatchers have a system to change the location of the 911 address if it displays incorrectly when citizens call in with an emergency call. Requested report on the condition (to include age, mileage, and maintenance cost) of the County refuse vehicle. Mr. Hodge would like to expand this report to include all County vehicles. We will have the report completed within 45 days. What is the status of moving the County drop box? Staff will move the current drop box that is located near the front door of the Roanoke County Administrative Center to a location directly across the parking lot on the small peninsula of land. The entrance/exit way that is next to this peninsula will be remarked as "exit only" to reduce the possibility of auto collisions. For security purposes, the box will be implanted in a base of concrete. The County Treasurer is in agreement with this new arrangement. The actual transfer of the box will completed within 21 days. In relation to the new fees imposed by the library, what are the costs involved in providing meeting space and what is the utilization of the facility? See separate memo shown as Attachment B. J')'f -10 SUBMITTED BY: Diane D. Hyatt Chief Financial Officer APPROVED: ~~~~~ ~ Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To () Motion by No Yes Abs Church Flora McNamara Minnix Nickens Fire and Rescue -Fire Hydrant Maintenance Page 1 of 2 Attachment A Fire Hydrant Maintenance /n-b [ Home ] [Assistance. from Above ] [ Burni~Guidelnes ] [ Contact/I.,ocation Information ] [ Contractor's Guide ] [ FAQs ] [Fire Hydrant Maintenance ] [Fire Inspections ] [ Fire/Rescue_News ] [ Flag Protocol ] [ Forms and_ Publications ] [ Hol_id~ Decoration Safety ] [Permits ] [Recruitment ] [ Summer_Safety_Tps ] [ Traini~ ] [ Volu_n_teering ] Dry_H~rants :~ :'^~~ ~'' •-` -j ` r i :. ~, i+} •,. ~:. , , .~'~. I a Hydrant maintenance is performed to ensure that fire hydrants are operating properly, free of obstructions, and visible from the roadway. Proper Installation: - Hydrant outlets are oriented properly and have sufficient ground clearance. - Hydrant free of obstructions, such as sign posts, utility poles, fences and any other landscaping items. A 36" clearance must be maintained around the hydrant. Maintenance• - The hydrant operates properly, opening and closing freely. - The hydrant drain system works properly. - All hydrant caps are working properly free of rust and lubricated if needed. - No leaks from bonnet, stem, inserts or drain system. - Grass, brush and weeds cut from around hydrant to maintain working clearance and visibility. - Landscaping problems are referred to the prevention office. - Mechanical problems with hydrants are reported to the utility department for repair. Hydrant Color Codes; - Light Blue 1,500 Gallons Per Minute (GPM) and more - Green 1,000 to 1,499 GPM - Yellow or Orange 500 to 999 GPM - Red 499 and less GPM - The hydrant barrels are to be painted silver and the bonnet and caps painted the appropriate color to match available flow rate. - Dry hydrants that are static water source (i.e.: pond pressure hydrants) are painted silver and red. PVC dry hydrants are left white. Dry hydrants will be back flushed once a month. http://www.co.roanoke.va.us/FireRescue/FireHydrantMaintenance.htm 07/03/2002 Fire and Rescue -Fire Hydrant Maintenance Page 2 of 2 . 1'!'" - Black indicates hydrants that are "dry" and part of a specialized system. Flowing_Test: - Hydrant should be flowed starting at the source and flowing outward to facilitate the flushing of water mains to maintain the water quality. - Utilizing 2 hydrants on the same main and /or system, static and residual pressure should be measured from Hydrant #1 and flow pressure measured from Hydrant #2. - Refer to the flow chart to obtain the GPM for the hydrant flow. - Utilizing the Hazen-Williams Formula, determine the GPM available at 20 PSI. - Refer to County's water maps to determine the source (s) of water for various hydrants. Reference National Fire Protection Agency (NFPA) 291 3-2.1 to hydrant maintenance, flow test, and color-coding. http://www.co.roanoke.va.us/FireRescue/FireHydrantMaintenance.htm 07/03/2002 Attachment B ~I -~D MEMORANDUM TO: Board of Supervisors FROM: John M. Chambliss, Jr. y~~ SUBJECT: Library Fees and Use of Facilities DATE: July 3, 2002 At the June 25, 2002 Board meeting, Supervisor Church requested more information on the costs associated with the rental of the meeting rooms in the various County Libraries. A memo concerning the implementation of fees for the use of the meeting rooms had been distributed that day. It should be noted that the Libraries had been one of the last facilities to adopt a fee for facility rental, and it was a difficult transition for staff and the Library Board of Trustees. In the past, the cost to schedule the facilities, set up the space if necessary, straighten up after the meeting is over, clean if necessary for the next rental, clean, repair or replace damaged furniture and to provide some of the expendable supplies was absorbed by the Library. Tighter budgets (state and local) in recent years have strained the ability to meet these needs without compromising the basic service of the Library. We are also investing more heavily in automation, computer labs, and looking for ways to meet other service needs of our patrons (outreach for day care and senior facilities, improved Internet access, best sellers, etc.). Over the past three years, the Library has had to replace the chairs in several of the meeting rooms; replace the folding tables; replace damaged blinds in meeting rooms; repaint the rooms (outside the schedule for other Library facilities) due to dirt, graffiti, and damage; replace other chairs, rugs, and lab equipment (chairs with broken backs, legs, and casters; seats slashed or ruined by urination, etc.). Administration strongly encouraged the Library staff and the Library Board of Trustees to adopt and implement a schedule of fees for the use of facilities and that the monies generated could be used to offset some of the incurred costs. The adopted fees are an average because most of the Library space cannot be costed for specific use because the lighting, heating, cleaning, etc. is on master meters or considered a part of the overall operation of the building. The use of the meeting room space is indeed a service to the community. In some cases, the availability of other space in the community is from Churches, Schools, and occasionally in banks or other professional buildings. In most cases, these may require a member to sponsor the event and/or there may be a charge associated with the use. The fee schedule implemented by the Library minimally covers the cost of utilities, wear and tear on the facility and does not recover related staff time except when extra effort is required for cleaning, set up or operational assistance. Also, we try to be sensitive to the needs of the whole community rather than provide an inexpensive outlet for commercial ventures. ~1-b The number of rentals for the past year are summarized below by the individual Library facility. RECAP Not-for-Profit and Governments Facility Times used Hours perms Headquarters 154 326.50 Hollins 275 1,244 Glenvar 79 116 Vinton 169 292.50 Total 677 1,979 For Profit (Commercial) Headquarters 24 45 Hollins 58 188 Glenvar 2 2 Vinton 3 3 Total 87 238 Administration feels that the Library Board of Trustees and staff has made a good first effort to recover direct costs associated with the use of these facilities and encourages them to continue to look at opportunities to recover cost where practical to provide needed monies to deliver the services to our residents. If you have questions, please call me at 772-2002. Elmer Hodge Dan O'Donnell Diane Hyatt Diana Rosapepe ACTION NO. ITEM NUMBER ~ -~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Regional Committee to Establish Water Authority SUMMARY OF INFORMATION: Ralph Smith, Butch Church, Darlene Burcham and I have been meeting for several months to lay the groundwork for a Regional W ater Authority. The discussions have reached a point that we are ready to form a Committee to begin working on the details of an agreement. This committee would be responsible for developing a plan of action for the formation of an authority. I suggest that the County negotiating team be comprised of Elmer Hodge (County Administrator), Paul Mahoney (County Attorney) ,Gary Robertson (Director of Utilities) and Diane Hyatt (Chief Financial Officer) . Since the Mayor will also be participating in some of these discussions, one of our board members should also be selected to be part of these discussions. We will report back to the Board on anon-going basis on the progress of the committee. The City of Roanoke recently held a worksession discussing the formation of a water authority. I am attaching the handout from this meeting. Submitted By /1'h,~ Elmer Hodge County Administrator jM_`7 Approved () Motion by Denied ( ) Received ( ) Referred ( ) To () No Yes Abs Church Flora McNamara Minnix Nickens m.~ m-~ a~ co Q -I--~ -~-~ 4~ L 4~ ~ ~ ~ O ~ ~ ~.J ~ ~- U ~ ~ ~ L ~ ~ ~ ~ ~ ~ > L O 4~ ~ 4~ ~, U c~ ~ ~ ~ ~ ~ ~' ~ ~ ~ V ~ 4~ ~ ~ ~ ~ O ~ O ~ ~ . ~ V ~ ~ ~ ~ ~ ~ ~ ~ _ ~ U ~ f~ ~f~ f} U O L O O O U a~ V ^ a--~ U .~ a--~ nL W .O U .~ n i a--~ 0 f~ -1--~ O U (!') Q ~--~ ~ -1--~ ~ ~ O ~ U O U U ~ a °~ ~ ~ Q O O ~ ~ ~ cn O 4~ ~ ~ ,V ~ ~ ^ -~~ c ~L Q U 4~ O a~ r~ U Q~ .~-, 0 O i 4~ 0 i U ._ O ^~ a-.~ 1..1... T~ ^L W -~ V .o U -~ 0 L a~ ra 4~ ~, ~ U ~ ~ 4~ x ~ W U ~ to N O Q C O Q 0 a--~ N a-., N ~r ^. 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O ~~.- F- 4~ r~ ~~~ tiy~~ ~ ~~ z ~ ~ O ~ N L ~ a~ ~ ~ o ~ ~ •- 'i G ~ (6 a--+ ~ ~ Q L ~ U L (n ~ ~--~ N ~ ~ z rW^ v 1 ^~ W J /~ ~ - O L ~~ v I -~ ~ ~ ~ ~ .O ~ 1- a--' U v ~ ~ 4~ ~ ~ ~ ~ ~ ~ Cv O ~ ~ U ~ Cn ~ F--~ _ i ~ ~ 4~ .O ~ ~ ~ a~ ~ O ~ ~ Q~ ~ 4~ -~ ~ Q-'- O ~ _ ~ Q O O X UU w ~:~ti} .; . Q1 C L L Q c/') ra O 0 r~ i Cv Cn O U O N N D r 1... W ~J .O 4~ oC 0 ~L a~ .~ Q a--i N (/') to U 4~ . r-, O m-~ ~-.7 ACTION NO. ITEM NUMBER ~'"~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 2002 AGENDA ITEM: Work Session on Economic Development Incentives COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside to discuss possible changes to Roanoke County's Public Private Partnership Policy and the creation of a Technology Zone at the Center for Research and Technology, both involving incentives to new and existing businesses. The attached information will be used to facilitate the discussion: 1 -Revised Public Private Partnership Policy Draft 2 -Establishment of a Technology Zone "Background Information" 3 -Roanoke County Center for Research and Technology Zone "Draft" Respectfully Submitted By: ^---~ ~~ Dou lahittum 9 Director Economic Development ~~~ COUNTY OF ROANOKE PUBLIC PRIVATE PARTNERSHIP POLICY (Revised June 2002) Introduction _~ The County established aPublic-Private Partnership Program to further its economic development mission - to design and implement innovative programs and services that leverage community assets, create wealth & prosperity, and embrace the region 's future. The distribution of various incentives in the form of County funds or other assets is the intent of the Program. These distributions are made to qualifying enterprises or organizations to encowage them to create or retain jobs and investment in the County and the region. This Policy establishes a framework by which the Program can be equitably and efficiently administered. Guiding Priucigles The Public-Private Partnership Policy is developed and applied in concert with the County's Business Plan for Economic Development. The Policy reflects the County's commitment to attract and retain quality jobs and investment and to maintain strong working relationships with its public and private sector partners. This is an investment Program, whereby the County seeks to ensure a reasonable return on its investment of funds or other assets as measured by tax revenues and quality jobs created or retained. Financial incentives offered by Roanoke County originate from the tax revenues paid by citizens, visitors, and businesses in the County. The Public Private Partnership Policy seeks to reinvest some portion of these tax revenues to assist in the economic growth of the County. Dwing the initial site search for a location or the expansion of an existing facility, Roanoke County and a business or industry develops a partnership designed to accommodate the specific needs of the project. Accordingly: Roanoke County may fund a portion or ail of development costs for public improvements, such as roads and public utilities, off site regional storm water management facilities, and/or utility connection fees for water and sewer for a qualifying industry or business that meets the evaluation criteria far Public Private Partnerships. 2. Roanoke County may encowage the creation or retention of j obs of qualifying companies within the community, which hire employees at wages/salaries at or above the median area rate for that occupation through assistance with employment training. 3. Roanoke County may support tourism related industry/destination activities that provide range of services and attractions for visitors from outside the Roanoke Valley that will V ~+~ create employment opportunities and tax revenues, and enhance our image as a viable community. 4. Roanoke County will allocate incentives in a manner that favors development in the following "Target Industries:" Automotive & Transportation related Products & Technology BiotechnologyBiosciences & Biomedical Systems & Equipment Electrical/Electronic Components & Assembly Metal Fabrication & Machine Tools Information & Telecommunications Products & Technology Commercial & Retail operations Tourism related operations Other Value Added Manufacturing operations 5. Incentives will not be used to relocate abusiness/industry from another jurisdiction in the Roanoke Valley to the County unless it can be shown that the subject jobs and investment might otherwise be lost to the Roanoke Valley, and/or the business has determined that the best location for their new operation is in an Economic Opportunity Area as designated in the Roanoke County Economic Development Strategy. Typical areas of Partnershia Assistance Physical improvements and fees, such as: a. Water and sewer line extensions b. Water, fire, and sewer utility connection fees c. Public road construction and required drainage structures d. Traffic control devices such as signals and related equipment e. Regional storm water management facilities f. Land acquisition for public purposes (i.e. industrial rail and/or road access, road widening, easement acquisition ... ) g. Employment training/retraining Requests for assistance with employment training and retraining of new and/or relocated employees maybe considered. Amounts and priority of funding will depend on the salary/wage rate to be paid, the number of permanent full time jobs created, relocated or retained, and availability of matching funds from the state of Virginia and federal funds. a U-~.w Operating Procedures The Director of Economic Development is responsible for administering this Policy and shall coordinate with the Director of Finance to establish a system to account for funds committed and expended. A business or industry may apply for County assistance by addressing a letter (on company letterhead) to the Director of Economic Development that indicates: a. A description of the business or tourism activity to be conducted on the site, that indicates the reasons why public financial participation is needed to complete the project. b. Total capital investment in real estate (land, building), machinery and tools, and anticipated personal property, and/or other taxes paid an site c. Total employment and annual payroll for jobs to be created or retained over the next hve years d. Numbers and types of positions/jobs created or retained and average annual hourly salaries or wage for each over the next five years e. Specific infrastructure requirements such as water and sewer needs (including line size and/or capacity), aff site road improvements, storm water management facilities, or other public facility assistance requested f. Date of construction and/or start-up (if in an existing building) g. If applicable, the terms of any lease to ensure that the company will occupy the building during the period calculated for payback. Review The Director of Economic Development will review the request for participation using the evaluation criteria on worksheets 1 and 2 to determine the extent of Roanoke County's funding. These evaluation criteria are based on a payback of anticipated taxes (real estate, machinery and tools, personal property, transient occupancy tax, sales tax, admissions tax, etc.} to the County, and jobs created/retained by number and type of employees. The County may participate in the following manner: a. New or expanding commercial/retail/office projects must have a payback within one year. b. New or expanding manufacturing/industrial projects must have a payback within three ~.~ yeazS. c. County incentives may be packaged with those offered by local, State or Federal agencies to leverage the opportunity. Such incentive packages will be structured so as to provide maximum return on the County's assets. d. The incentive may be paid on a reimbursable basis, following an audit verifying the new local tax revenues generated by the project. The County may participate up to 100% of public improvement costs for a new and expanded project if the payback meets any of the classes listed above and qualifies under Worksheet 2. The County Administrator has the authority to invest up to $50,000 in any one project without prior approval of the Board of Supervisors. Participation in projects with greater than $50,000 participation, with paybacks longer than those outlined above, or which fall outside the criteria stated, shall be referred to the Board of Supervisors far a decision. All applications are subject to the amount of the County's annual budget appropriation for this purpose. Criteria for,~etermination a. Incentives will not be approved in situations where it can be determined that they would not materially effect the decision of the applicant to undertake the projector otherwise make an investment in the County. b. No projects will be considered which are determined to produce significant environmental pollution, public nuisance or excessive demands for local public services. c. Excess County payments shall be refunded by the applicant if the actual tax revenues do not meet the payback formula in accordance with the Performance Agreement executed between the County and the business or industry. d. All applications for payments of costs up to $50,000 for physical improvements and/or fees, which comply with the above criteria, will be approved by the County Administrator upon a positive recommendation by the Department of Economic Development. e. Tourism projects will be evaluated on the basis of expected visitation and concentration of tourism activities in azeas proposed by the Economic Development Strategy, as well as other criteria for new jobs and anticipated tax revenues. f.. If appropriate, Public Private Partnership funds may be passed through the Industrial Development Authority of Roanoke County to a qualifying business or industry subject to the stipulations set out in the Performance Agreement. g. Developers of commercial or industrial projects for lease must pass on the value of the incentives to the tenant business or industry by lowering the annual lease rate and/or by providing for additional tenant improvements. A copy of the executed lease in which the County participation is identified shall be presented to the Director of Economic Development upon request. h. A business or industry obtaining Public Private Partnership funds shall coordinate any public announcement of its location in the County with Department staff in order to obtain positive media coverage for the activity. i. Recipients of Program funds will provide on an annual basis a report (including written verification of the annual taxes paid to Roanoke County) of their progress in meeting the terms of the Program Agreement. Such report will be delivered to the Department of Economic Development within 30 days of the anniversary date of the Agreement. Limitations Roanoke County will not pay for any private sewage pre-treatment facilities or waive any ordinances requiring fire protection or industrial discharge certification. Funding Sources Roanoke County shall fund its participation from the General Fund from anticipated tax revenue, or from an Economic Development Fund or other special non-utility funds. There is intent to continue the maintenance of a fiscally sound utility enterprise fund to provide water and sewer service to County utility customers. (County Code Chapter 22 authorizes this provision, as amended by Ordinance 8-12-86-169, Section 3b.) Public Disclosure There shall be disclosure of any financial or other involvement by staff members and elected officials in any public private partnership. ~~~ Award of Funds Upon the evaluation and decision to enter into an Agreement, the Director of Economic Development will notify the expanding orrelocating business/industry in writing. This letter will identify the County=s funding level as well as any other areas of assistance. Agreement A written "Performance Agreement," in a form to be approved by the County Attorney that specifies the terms and obligations of each party will be executed prior to the disbursement of any Program funds. Any questions regarding the prepazation of an application for financial assistance under the criteria of the Public Private Partnership Policy should be directed to the Director of Economic Development, P.O. Box 29800, Roanoke, Virginia 24018-0798. Phone (540) 772-2069. ~-I.b f1~'1~l~ 1 S ~~'~ ~ ~51 ~~. S Ylrginle Economic lHv~bpmrant Partnership P.O. Box 7YB ~ ti01 Esat Byrd 8trsot Rkhmond, Vlrginla 23218-0788 8114371100 www.YesVirginla.org Establishment of Technology Zones A technology zone can be a valuable tool for the encouragement of new and expanding technology businesses in a locality. Virginia's cities, counties, and towns have the ability to establish, by ordinance, one or more technology zones to attract growth in targeted industries. Establishment of a technology zone allows localities to create special incentives for qualified businesses locating or expanding operations in a zone. These incentives may include; a reduction of user and permit fees, local tax incentives, special zoning treatanent, exemption from local ordinances or other incentives adopted by ordinance. Once a local technology zone has been established, incentives may be provided for up to ten years. Each locality designs and administers its own program The establishment of a technology zone shall not preclude the area from also being designated as an enterprise zone. Localities that have established technology zones include Arlington County, the cities of Charlottesville, Falls Church, Franklin. Hampton, Harrisonburg, Lvnchbur~ and Winchester and; and the towns of Clarksville in Mecklenburg County, Front Royal in Warren County, and Kilmarnock in Lancaster County. If your locality has established a technology zone and it does not appear in the list above, please contact us so that you may be included in our marketing literature. You may contact Georgann Wilkinson at ($04} 371-OU60 or gwilkinson@yesvirginia.org. We would like a copy of the ordinance establishing the zone for our records. Virginia Code provisions governing Technology Zones can be found in section 58.1-3850. ~_ e.~ A~too (Z roses) F D ,* s. c. B gaelotbav~s A C gsrlvv9ls D Fags ChMro6 E Frmk~ N F Front Ibyal (Z rams) Y (Z saws) x ~ a ~ 1 JQ 1NMohsstor ~ 1 ~K Lynchburg n _ QK Lynd,b~rg r co ~.Y.r~b Roanoke County Center for Research and Technology Technology Zone The Roanoke County Center for Research and Technology (CRT) is a publicly owned 457-acre business park, offering ready to go sites, including all infrastructure for new business development. The Center provides outstanding access and visibility to Interstate-81, and is strategically located just minutes from Virginia Tech and downtown Roanoke. The CRT Technology Zone provides regulatory flexibility, while seeking to accommodate the requirements of emerging companies in a variety oftechnology-related enterprises. The CRT Technology Zone offers the following incentives to companies that locate within the boundaries of the Center: • A discount on the purchase price of land within the CRT of up to 100%, based upon the level of employment and investment generated by the project. • A discount on the cost of water and sewer connection fees of up to 100%, based upon the employment and investment generated by the project. • A discount on the cost of wastewater connection fees of up to 100%, based upon the employment and investment generated by the project. • A discount on the fees associated with new construction including, but not limited to building permit, plan review and land disturbance fees of up to 100%, according to the scope of the project. • A site preparation and/or infrastructure improvement grant, based upon the nature and scope of the project. • A reduction of up to 100% of the local Business License Tax (BPOL) for qualified research and development companies, or businesses that are affiliated with University research parks or institutions. ~-+~. • Roanoke County may provide aone-time local job-training grant for up to $500 per employee, for those companies who are ineligible for the Virginia Workforce Services training grant program. Further, the grants are provided only for new, full-time permanent positions created within the zone. Technology Zone incentives maybe offered as a one-time up front contribution towards the development costs associated with a project, or may be provided as a reimbursement or rebate, depending upon the nature and scope of the development. All incentive offerings are subject to the execution of a performance agreement with the Roanoke County Board of Supervisors. Eligibility Requirements: To become eligible for Technology Zone incentives, a new business must meet the following requirements: • Have a total capital investment in the project of at least $100,000. The investment maybe established by combining the value of real estate (Land and improvements), machinery, tools and other business equipment. • Must have an average wage scale equal to one and a half times the existing median wage rate for the Roanoke Region. • Have a business use type that is consistent with the Planned Technology Development District (PTD) zoning and Restrictive Covenants that are established for the Center. A business seeking to locate in the CRT must comply with all design standards and restrictions in place for the park. For an existing Roanoke County business to become eligible for Technology Zone incentives, the company must meet the following requirements: • Must have an average wage scale equal to one and a half times the existing median wage rate for the Roanoke Region. • Must make a capital investment of at least $100,000. The investment may be established by combining the value of real estate (Land and improvements), machinery, tools and other business equipment. 2 ~'~.b • Have a business use type that is consistent with the Planned Technology Development District (PTD) zoning and Restrictive Covenants that are established for the Center. A business seeking to locate in the CRT must comply with all design standards and restrictions in place for the park. Technology zone incentives do not supersede existing performance agreements, or incentive contributions that have been previously negotiated. Application Requirements: A business must file an application for Technology Zone incentives for each year the zone incentives are requested, certifying that the minimum employment and investment levels are being maintained during the period of time the incentives are requested. Applications that have been submitted will be processed no later than 60 days from the date of receipt of the application. Qualification Maintenance: To retain a qualifying status, a business must maintain the minimum employment and investment levels for each year the incentives are requested. Should the company fall below the minimum eligibility requirements, that company shall be determined ineligible for Technology Zone incentives for the year in which the incentives are requested, or the period of time negotiated in a Performance Agreement. As such, the company shall be responsible for either complying with the Zone requirements, or forfeit its benefit during the timeframe the business is out of compliance. Roanoke County reserves the right to withhold Technology Zone incentives for businesses that are not in compliance with the Zone requirements. Further, failure of the business to pay in full the taxes imposed by the County will result in the forfeiture of the Technology Zone incentive during that period. All Technology Zone businesses must maintain their presence within the County for a period of up to five years following the receipt of Technology Zone Incentives. Should the business leave during this initial five-year period to conduct business in another community, the company will be required to repay the total amount of benefits received. This stipulation shall be outlined and agreed upon by the business in a signed Performance Agreement prior to receiving benefits. 3 lJ~"~ • Administration: The County Administrator or his designee shall serve as the Technology Zone administrator, and shall determine the procedures, benefits and eligibility of zone incentives and awards to qualifying businesses. The Administrator shall verify that each applicant is in compliance with the qualifications of the Technology Zone. Incentive Timeframe: Technology Zone incentives are offered on either cone-time basis, or a period of time not to exceed July 1, 2012. Additional incentives may be offered for new expansions, but shall be based upon the net new full time jobs created and net capital investment in the project, exclusive of the original investment. The new incentive offering shall be evaluated according to the eligibility requirements of an existing business. 4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION 070902-8 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Church to adopt the Certification resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: Brenda J. Hol on, CMC Deputy Clerk to the Board of Supervisors cc: File Closed Meeting .,/- o~ aoaruo,~~ ti A y Z ' ~ 1838 ~ - Board of Supervisors P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VA 2401 B-0798 Joseph B. "Butch" Church, Chairman Catawba Magisterial District Joseph McNamara, Vice-Chairman Windsor Hills Magisterial District July 12, 2002 Mr. Whittington W. Clement, Chairman Commonwealth Transportation Board 1401 East Broad Street Richmond, VA 23219 Dear Chairman Clement: Richard C. Flora Hollins Magisterial District H. Ode{I "Fuzzy" Minnix Cave Spring Magisterial District Harry C. Nickens Vinton Magisterial District At our July 9, 2002, Board meeting, County staff gave an overview of the Commonwealth Transportation Board Interstate and Primary funding allocation for FY 2002 through FY 2008. I want to assure you that Roanoke County supports the objectives of the Virginia Department of Transportation and the Commonwealth Transportation Board to adopt an achievable, fiscally responsible Six-Year Program for transportation projects in the Commonwealth. However, the Board of Supervisors strongly opposes the way that the Primary funding allocation for the Salem District is being directed to cover the deficit on the Smart Road projects. According to the Six Year Program that VDOT adopted on June 20, 2002, the 1.4 miles Test Bed and the .6-mile Test Bed (bridge over Wilson Creek) projects will receive approximately 36% of the total Salem District Primary System allocation over the next six years. This represents a loss of $36,356,000 to fifteen localities already reeling from substantial primary fund cuts enacted statewide by the General Assembly. With the critical need for road improvements throughout the Salem District, we believe that the citizens of the Salem District are being penalized unfairly. The Roanoke County Board of Supervisors would be interested to know if costs for special projects of this type elsewhere in the state are being allocated to tap funding intended for local road projects. At the conception the Smart Road project was designated as a transportation research facility receiving special Federal and State funding and was to benefit all the citizens of the Commonwealth. According to the VDOT web site on Virginia's Smart Road under "Smart Road Research Projects", the projects listed are addressing national transportation issues. OFFICE: FAX: VOICE MAIL: (540) 772-2005 (540) 772-2193 (540) 772-2170 E-MAIL: bos Q co. roanoke.va. us Mr. Whittington W. Clement, Chairman Page 2 July 12, 2002 The Roanoke County Board of Supervisors is requesting that the Commonwealth Transportation Board continue to use other Federal and State funds to finance the Smart Road and reallocate the millions that have been allocated to the Smart Road to other primary projects in the Salem District. Also, the Roanoke County Board of Supervisors further requests that the attached Resolution approved by the Board on July 9, 2002, be filed and made a part of the Commonwealth Transportation Board's record showing our opposition to the allocation of Salem District's Primary funds to the Smart Road. Sincerely, J seph B. "Butch" Church, Chairman Roanoke County Board of Supervisors cc: Members, Commonwealth Transportation Board Salem District Jurisdictions Salem District Members of General Assembly Roanoke County Legislators Jeff Echols, VDOT, Resident Engineer Fred Altizer, VDOT, District Engineer Arnold Covey, Director, Community Development Paul M. Mahoney, County Attorney Members, Board of Supervisors Elmer Hodge, County Administrator The Hon. Malfourd W. "Bo" Trumbo The Honorable John S. Edwards The Honorable Charles R. Hawkins Virginia Senate Virginia Senate Virginia Senate P. O. Box 396 P. O. Box 396 P. O. Box 396 Richmond, VA 23203-0396 Richmond, VA 23203-0396 Richmond, VA 23203-0396 The Hon. W. Roscoe Reynolds Virginia Senate P. O. Box 396 Richmond, VA 23203-0396 The Stephen D. Newman Virginia Senate P. O. Box 396 Richmond, VA 23203-0396 The Honorable Clifton A. Woodrum Virginia House of Delegates P. O. Box 406 Richmond, VA 23218-0406 The Honorable A. Victor Thomas Virginia House of Delegates P. O. Box 406 Richmond, VA 23218-0406 The Honorable H. Morgan Griffith Virginia House of Delegates P. O. Box 406 Richmond, VA 23218-0406 The Honorable David A. Nutter Virginia House of Delegates P. O. Box 406 Richmond, VA 23218-0406 The Honorable Allen W. Dudley The Honorable Ward L. Armstrong The Honorable Lacey E. Putney Virginia House of Delegates Virginia House of Delegates Virginia House of Delegates P. O. Box 406 P. O. Box 406 P. O. Box 406 Richmond, VA 23218-0406 Richmond, VA 23218-0406 Richmond, VA 23218-0406 William C. Rolfe Bedford County Administrator 122 E. Main Street, Ste. 202 Bedford, VA 24523 The Honorable Steven Clinton, Chairman Botetourt County Board of Supervisors 171 Aspen Dr. Daleville, VA 24083 Craig County Administrator P.O. Box 308 New Castle, VA 24127 The Honorable David W. Ingram, Chairman Floyd County Board of Supervisors 4933 Floyd Hwy., N. Copper Hill, VA 24079 John Talbott Giles County Administrator 315 North Main Street. Pearisburg, VA 24134 The Honorable R.E. Seidle, Chairman Henry County Board of Supervisors P.O. Box 7 Collinsville, VA 24078 David R. Hoback Patrick County Administrator P.O. Box 466 Stuart, VA 24171 The Honorable Joseph L. Sheffey, Chairman Pulaski County Board of Supervisors 143 3`d Street, NW Ste. 1 Pulaski, VA 24301 The Honorable Dale C. Wheeler, Chairman, Bedford County Board of Supervisors 302 Glendale Dr. Vinton, VA 24179 Ronald L. Newman Carroll County Administrator 605-1 Pine Street Hillsville, VA 24343 The Honorable Lyndell Keffer, Chairman Craig County Board of Supervisors P.O. Box 308 New Castle, VA 24127 Gerald A. Burgess Botetourt County Administrator 1 West Main Street, Box 1 Fincastle, VA 24090 The Honorable W.S. Dickson, Chairman Carroll County Board of Supervisors 367 Wolfpen Ridge Road Galax, VA 24333 George W. Nester Floyd County Administrator P.O. Box 218 Floyd, VA 24091 Richard E. Huff, II The Honorable W. Wayne Angell, Franklin County Administrator Chairman 40 E. Court St. Franklin County Board of Supervisors Rocky Mount, VA 24151 1346 Foothills Rd. Callaway, VA 24067 The Honorable Larry J. Williams Chairman Giles County Board of Supervisors 315 North Main Street Pearisburg, VA 24134 Benny Summerland Henry County Acting Administrator P.O. Box 7 Collinsville, VA 24078 Jeffrey D. Johnson Montgomery County Administrator 755 Roanoke Street, Suite 2E Christiansburg, VA 24073 The Honorable Mary W. Biggs, Chair Montgomery County Board of Supervisors 701 Hutcheson Dr. Blacksburg, VA 24060 The Honorable David D. East, Peter M. Huber Chairman Patrick County Board of Supervisors P.O. Box 130 Patrick Springs, VA 24133 Pulaski County Administrator 143 3`d Street, NW Ste. 1 Pulaski, VA 24301 Mr. Whittington (Whitt) W. Clement Secretary of Transportation and Chairman Commonwealth Transportation Board Ninth Street Office Building 202 North 9th Street, 5th Floor Richmond, VA 23219 Leo J. Bevon, Director Department of Rail and Public Transportation and Commonwealth Transportation Board P.O. Box 590 Richmond, VA 23218-0590 Julia A. Connally (At-Large Urban) Commonwealth Transportation Board 3563 North Abingdon Street Arlington, VA 22207 Helen Dragas (At-Large Urban) Commonwealth Transportation Board The Dragas Companies 4538 Bonnie Road Virginia Beach, VA 23462 James L. Keen (At-Large Rural) Commonwealth Transportation Board Keen HR Services P.O. Box 70 Vansant, VA 24656 Harry T. Lester (Hampton Roads District) Commonwealth Transportation Board HTL Commercial Real Estate 2101 Parks Avenue, #804 Virginia Beach, VA 23451 Leonard S. "Hobie" Mitchel (At-Large Urban) Commonwealth Transportation Board Lansdowne Community Development 19112 Xerox Drive Lansdowne, VA 20176 Philip Shucet, Commissioner Department of Transportation Vice-Chairman, Commonwealth Transportation Board 1401 E. Broad St. Richmond, VA 23219 Ambrose W. Bailey (Fredericksburg District) Commonwealth Transportation Board 1207 White Street Fredericksburg, VA 22401 John J. Davies, III (Culpeper District) Commonwealth Transportation Board 122 West Cameron Street Culpeper, VA 22701 Frank Goodpasture III (Bristol District) Commonwealth Transportation Board Goodpasture Motor Company Post Office Box 16277 Bristol, VA 24209 J. Kenneth Klinge (Nova District) Commonwealth Transportation Board 505 Monticello Boulevard Alexandria, VA 22305 Gerald P. McCarthy, (Richmond District) Commonwealth Transportation Board Virginia Environmental Endowment 3 James Center 1051 East Cary Street, #1400 Richmond, VA 23219 Dr. Phillip C Stone (Staunton District) Commonwealth Transportation Board Bridgewater College 402 East College Street Bridgewater, VA 22812 Onzlee Ware (Salem District) Commonwealth Transportation Board Onzlee Ware & Associates P. O. Box 1745 Roanoke, VA 24008 Kenneth Spencer White (Lynchburg District) Commonwealth Transportation Board Edmunds & Williams P. O. Box 958 Lynchburg, VA 24505 Hunter R. Watson (At-Large Rural) Commonwealth Transportation Board Davenport & Co LLC P. O. Box 485 Farmville, VA 23901 Katherine Tracy, Assistant Secretary Commonwealth Transportation Board Ninth Street Office Building 202 North 9th Street, 5th Floor Richmond, VA 23219 OF AOANp,YF Z '^;' ~ 1838 Board of Supervisors P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VA 24016-0798 Joseph B. "Butch" Church, Chairman Catawba Magisterial District Joseph McNamara, Vice-Chairman Windsor Hills Magisterial District July 15, 2002 Dr. George Anderson Second Presbyterian Church 214 Mountain Avenue Roanoke, VA 24013 Dear Dr. Anderson: Richard C. Flora Hollins Magisterial District H. Odell "Fuzzy" Minnix Cave Spring Magisterial District Harry C. Nickens Vinton Magisterial District On behalf of the Board of Supervisors, I would like to thank you for offering the invocation at our meeting on Tuesday, July 9, 2002. We believe it is most important to ask for divine guidance at these meetings, and the Board is very grateful for your contribution. Thank you again for sharing your time and your words with us. It was good to have you with us. With kindest regards, Joseph B. "Butch" Church, Chairman Roanoke County Board of Supervisors OFFICE: FAX: VOICE MAIL: (540)772-2005 (540)772-2193 (540)772-2170 E-MAIL: bos@co.roanoke.va.us O~ aOANp,~~ ~ ~~ ~ z ~ 2 J a 1838 DIANE S. CHILDERS CLERK TO THE BOARD Email: dchilders~co.roanoke.va.us C~a~~t~ of ~~~tz~a~~Ce P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 July 12, 2002 Mr. C. K. Allen, General Manager Adelphia Cable 21 S. Bruffey Street Salem, VA 24153 Dear Mr. Allen: BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton~co.roanoke.va.us This will inform you that at the July 9, 2002, meeting of the Roanoke County Board of Supervisors, Dan O'Donnell, Assistant County Administrator, was appointed as a member of the Roanoke County Cable Television Committee. Mr. O'Donnell serves as the designee of Roanoke County Administrator Elmer C. Hodge and is replacing Ms. Kathi Scearce. If you need further information, please let me know. Sincerely, Brenda J. olton, CMC Deputy Clerk to the Board of Supervisors cc: Forest Jones, Salem City Manager Joseph B. Obenshain, Senior Assistant County Attorney Elaine Simpson, Cable Television Government Access Director Dan O'Donnell of a°'°"o,~F ~" Z ~ 2 v a 1838 DIANE S. CHILDERS CLERK TO THE BOARD Email: dchilders~co.roanoke.va.us C~u~tnt~ ~f ~~~t~a~e P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 July 12, 2002 Mr. Robert R. Altice, Chairman Roanoke Regional Cable TV Committee P. O. Box 338 Vinton, VA 24179 Dear Mr. Altice: BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton~co.roanoke.va.us This will inform you that at the July 9, 2002, meeting of the Roanoke County Board of Supervisors, Dan O'Donnell, Assistant County Administrator, was appointed as a member of the Roanoke Valley Regional Cable Television Committee. Mr. O'Donnell serves as the designee of Roanoke County Administrator Elmer C. Hodge and is replacing Ms. Kathi Scearce. If you need further information, please let me know. Sincerely, ~~u~- ~ ~~~~`''" Brenda J. Holton, CMC Deputy Clerk to the Board of Supervisors cc: Mary F. Parker, CMC, Roanoke City Clerk Carolyn S. Ross, Vinton Town Clerk Elaine Simpson, Cable Television Government Access Director Dan O'Donnell ;• ~_.. ~_ =,~:.;. i y ,C =~ i ~ Q ,H ~ ~ O ~ G "~' p G N O O V O N O ~ 1fl O N O N 10 O N O a a O N O N o N O N - a O N O _N ~ N O N In 0 ~ ~ Q 0 O O M O O T O O O f~ M O O M ~ O O ~_ co O y ' f0 U ~ Of N O o1 ~ 4 R ~ M ~ M 01 ~ O O V N r N N (D ~ M fD n c0 V ~ L ~ V N ~ o~ ~ L O M ~ ' ~ l00 ~ ~ M r O !p ~ f0 sF O O M O t00 M M ~ O O ~ W M ^ W ~ f7 M O !7 N M O N N fN0 ~O W 1!7 ~ M O r e~ n 1~ ~O O O r f~ O M M N N C, O L r 3 M ; W m r I-' tOD aOp M M M N O M f7 (O+l ~ ~ N V M y ~ U u0 O v N a0 O v N a0 O a N ~- O v N ^ O v N OD O a N ~ O o N f0 O a N ~ v N f0 O a N O! 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Cl ^ L h 3 -~i g N ~ C Y Q N ~ ~ U QI C N W ~ ] .~-. 00 C ry N L J ~ O C N N W U O N N V p ~N-. m n- a m ~ m ~ y ~ ~ d ~ ~ O L. ~ ~ m C .~ `y ~ ~ d _ 1? G CD U O .L.. U ~ p O ~ ~ C ~ m _ ~ ~ U O r U - m .m ~ O C ~ 4 7 U ~ ~ O N N iv N ... !D U 7 L U W Q -y '_ (D ~ U 'p p `-' ~ d ~ ~ (n N > U ` ~ O = V `o L J U V > L U (6 m .~. lL ~ > L U N m ~ It v 7 U N `y L O J 'O t L U ~ C~ U z U Kp ~ Lt..r O N !V U 'c ~ F 2 v 7 U ~ _ L U ; C Q C O ~ J V O L U ~ t0 m > O = C J L.1 ~ U '.~-. m U d ~ L L U .~ f0 m d p c LL' L C CZ L ~ L C ~ O N ~ D. C U L N LL' L U L U N ~ O rL ~ d C ~ C U L _ N d' U O L U N ~ m E d ~ U L U C .~ y N d C V (n L j L U N 10 m L ~ N U L U U ~ lC U ~ ~ Q fn U U N ~ Y O ~ 17 'c ^ 'C F y j ~ p C 0 LL' C L 5 L U ~ L ~ L U _N m m C ~ ~ ~ U H d ~ y C ~ N ~ N ~ ~ . d (9 N Z p ~ O V L U • 16 m N LL J li `o v C Diane Childers - Re: Status Report on Catawba Center ~ ~ Page 1 From: Debbie Pitts To: Diane Childers Date: 7/1 /02 12:18PM Subject: Re: Status Report on Catawba Center Diane, I will try to make the meeting, but just in case: I will give an status report on the Catawba Community Center Project and will have Fletcher Hill, President of Catawba Ruritan Club. Hopefully Dell Ayer, President of the Catawba Civic League will also attend. The center has been retested and is clear of unacceptable levels of lead paint dust. It is officially open for business with citizens booking meetings, reunions, etc. The project is 95% complete. The last task of repainting the interior will be completed by the Civic League and Ruritan Club volunteers. This will occur over the next several months. The exterior is now covered with vinyl and aluminum and is totally maintenance free. The garage is vinyl covered and maintenance free. The old windows in the main building have been replaced with vinyl double-pane windows which are maintenance free and energy efficient. The paint on the interior was scraped to a paintable surface and all surfaces were cleaned with d-lead solution. The interior was retested and passed all the tests. We are open for business........ Estimated total cost: $30,000 however, I will have exact cost in the Board Report. Need to organize..... Debbie Pitts Assistant Director of Recreation 540-387-6078 ext 252 Our Work is Your Play! »> Diane Childers 07/01/02 11:48AM »> Debbie, Final reports are due Wednesday morning at 9:00 a.m. due to the Fourth of July holiday. Agenda staff meeting is this afternoon at 3:00 in the Board conference room. You should plan to attend if possible but if you have a conflict, just send me a note with the main focus of your report so that we will have some background at the meeting today. Diane S. Childers Clerk to the Board County of Roanoke E-mail: dchildersCa7co.roanoke.va.us Phone: (540) 772-2003 Fax: (540) 772-2193 »> Debbie Pitts 07/01/02 11:31AM »> July 9 is the date for the Board Presentation on the Catawba Center. I will be on vacation on the 23rd. Fletcher Hill will join me and will say a few words to the board. He is President of the Catawba Valley Ruritan Club. I have called Dell Ayer, President of the Catawba Civic League as well. Waiting to hear from him. Diane, when is the Board Report due to you? Do I need to attend any agenda staff meetings, etc.? Debbie Pitts Assistant Director of Recreation 540-387-6078 ext 252 Diane Childers - Re: Status Report on Catawba Center ' Page 2 Our Work is Your Play! »> Pete Haislip 07/01/02 08:05AM »> Whats your pleasure? Pete Pete Haislip Roanoke County Parks, Recreation, and Tourism "Our Work Is Your Play" CC: Pete Haislip r r INTER MEMO ROANOKE COUNTY BOARD OF SUPERVISORS O F F I C E CLERK' S OFFICE TO: Gerald Holt FROM: Brenda J. Holton, Deputy Clerk ~~~d` DATE: June 12, 2002 SUBJECT: RETIREMENT RESOLUTIONS The Human Resources Department has notified us that William J. Morgan, Sr., retired on June 1, 2002, from the Sheriff's Office after eighteen years and one month of service. Mr. Morgan has indicated that he wants to attend the July 9, 2002, Board meeting to receive his resolution. have prepared a draft resolution but need you help in making it more personal. Would you please: 1. Review and make any suggestions or corrections you deem appropriate. Gerald, please review the titles as listed in the resolution fo make sure that I have them listed correctly. 2. Provide additional information for the third or (if necessary) a fourth paragraph to make the resolution more personal and meaningful. (a) include anyawards; outstanding achievements; special projects; department, organization and/or community involvement; and any other information, such as outstanding attendance record; or being extremely dependable and responsible. 3. Please return the revised resolution to the Clerk's Office by July 3 that we can put in on the July 9, 2002, agenda. Thanks for your help and if you have any questions, please let me know. Attachments r AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 2002 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF WILLIAM J. MORGAN, SR., SHERIFF'S OFFICE, AFTER MORE THAN EIGHTEEN YEARS OF SERVICE WHEREAS, William J. Morgan, Sr. was first employed by Roanoke County on May 1, 1984 as a Deputy Sheriff in the Corrections Division; and also served as Deputy Sheriff - Bailiff in the Court Services Division; and was promoted to Deputy Sheriff -Master Deputy - Bailiff for Court Services; and WHEREAS, Master Deputy Sheriff Morgan retired from Roanoke County and the Sheriff's Office on June 1, 2002, after eighteen years and one month of service; and WHEREAS, Master Deputy Sheriff Morgan, through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to WILLIAM J. MORGAN, SR. for more than eighteen years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. r COUNTY OF ROANOKE Retirement Resolution Form (To be completed at the exit interview session with the retiring employee) Name of Employee: VV 1~~.~G.~l~ S Dates of Employment: Current Position: Retirement Date: Length of Service: ~ $ ~~~ . , ~ ~Q~1.1 Previous Positions Held: ~~~~S.Y~~-V ~crl~~ -~U~~~~IUt~S ~V15\yn Other Information: ~~~ ~~'~ ~ ~ ~ ~ ,,~.. ~~ ~ . ~ ~~`a ~~ ~ a~\53 Board Meeting dates during retirement month: 1) ~1~ q R~~ 3'.C~ l7. M . 2) ;.~ ,T 3, c~ '3:C~ Pt's . d- ~;,~~,M ,i Plans to attend board meeting on ~~~ ~ , ~~~ date. Would like to attend a board meeting at a later date. Date requested is: Does not plan to attend a board meeting. Please mail resolution. ~13~1oa Human Resources S nature D to e ~ ~ i~~a Brenda Holton -Audit Committee - Page 1 From: Diane Hyatt To: Brenda Holton; Diane Childers Date: 5/17/02 8:30AM Subject: Audit Committee Please make a note to schedule an audit committee meeting for 2:00 on July 9. Brenda will you please reserve the board conference room. NOTES FROM DEBRIEFING MEETING ON JUNE 12. 2002 FOR JUNE 25 AGENDA, per information from ECH and Doug Chittum WORK SESSIONS: Work Session on BPOL (Business Professional Operators License) tax. Work session on sewer rates. 3. Economic Development Strategy Work Session a. Public-Private Partnership Amendment b. Technology Zone Creation Other notes: BPOL -thick package, information on rates,. categories, any information from State, expected increase/decrease. DOD said that State is not revenue neutral. Committee working on this -meet with ECH. Sewer Rates -information on borrowing. Work sheet on rate increase. 3 years - 5-1/2 percent each year. Committee working on this meet with ECH Econ Dev -Doug Chittum gather people and meet on work session items. Notes from 5/6/02 agenda staff meeting Put on another meeting whenever Doug is ready. ~~--e~` 1. Request to approve revised Roanoke County Public Private Partnership Policy to increase opportunity for reimbursement based on revenue generation. (Doug Chittum, Director of Economic Development) located between 6341 and 6545 Corntassel Lane, Windsor Hills Magisterial District, upon the petition of Ralph T. Henry and Edith H. Earnest. (Janet Scheid, Chief Planner) POSTPONED FROM APRIL 23, 2002 0-051402-7 JPM MOTION TO ADOPT ORD WITH CONDITIONS URC WITH HCN ABSENT 3. Second reading of ordinance to rezone 15 acres from I-1 C Industrial District with conditions to C-1 Commercial District and to obtain a special use permit for a religious assembly and daycare located on 5022 Hollins Road, Hollins Magisterial District, upon the petition of Fellowship Baptist Church. (Janet Scheid, Chief Planner) CONTINUED FROM APRIL 23, 2002 0-051402-8 RCF MOTION TO ADOPT ORD WITH CONDITION ADDED TO SUP (BUILDINGS CONSTRUCTED ON SITE WILL BE BRICK TO GRADE, ON ALL SIDES, WITH PITCHED ROOF). URC WITH HCN ABSENT T. CITIZEN COMMENTS AND COMMUNICATIONS NONE U. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Minnix: (1) Attended today the Clean Valley Council award luncheon where Mr. Hodge was guest speaker and R. R. Donnelley won award. (2) Attended the Roanoke Regional Fire-EMS 3rd Recruit School graduation last Friday and was very impressed with the araduates and their training. Supervisor Flora: (1) Advised that he had already given to PMM a citizen complaint about cats. PMM will contact the citizen tomorrow. Supervisor McNamara advised that the Board members received an Econ Dev Brochure and he thought it was well done. He asked that a copy of the last Econ Dev Business Plan be provided for Board members and that the brochure be discussed at the upcoming BPOL work session. Supervisor Church: (1) Congratulated Glenvar High School Destination Imagination Team for winnin competition and they will go to global finals in Knoxville, TN, on May 22-26, 2002. (2) Congratulated graduates of Fire-EMS 9